Administrator, Expat Shared Services

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.

Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.

Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job description:

Purpose of the role:

The purpose of this role is to provide high level administrative support for the expatriate administration processes within First Quantum’s Zambian and Mauritanian operations.

Key Responsibilities:

The holder of this position will be required to adhere to all relevant requirements, policies, procedures and regulations pertaining to health, safety, environment and quality, as well as finance, human resources, and any other regulations as required by the company and relevant to the level of the role and responsibilities of the function.

Perform a range of HR administrative functions in coordination with site based teams, to support our expatriate employees based in Zambia and Mauritania.

Management of the Expatriate Life Cycle - Facilitate the efficient and smooth operations for all expatriate on-boarding, end to end life cycle and exit processes aligned with the agreed process mapping.

Data Management and Governance - Capture and maintain records of all expatriates in the HR Information system (Workday), and ensure that all relevant fields are complete for system integration (including Payroll) and audit purposes.

Create and maintain electronic employee files according to required governance and ensure that site is provided with a copy for the hard copy files. 

Query Management - Respond to employee queries (phone and email) in a personable and timely manner and close cases within the appropriate turnaround times.  Provide further follow up as required for more complex enquiries. 

Work Permit Process Management - Facilitate the Work Permit application process, to submit documents to the site immigration team. Conduct regular follow ups with the site immigration team.  Provide weekly updates to the appropriate teams on the status of cases.

Manage regular and effective communication with site based teams.

Perform other tasks as required by the Superintendent, Expat Shared Services.

Visit sites as required.

Qualifications Required:

Certificate in HR Management / equivalent.

Experience & Skills Required:

Minimum of 5 years’ experience in HR Administration; experience in HR Central Services / Expatriate Management will be an advantage.

Strong customer service focus.

Confident and experienced user of large HR Systems (strong Workday experience highly regarded).

Computer literate

Excellent communication skills

Demonstrate the requisite skill to analyse and resolve queries adequately

Sitting (high volume)

Computer facing (high volume)

Behavioural Traits Required:

Customer orientation

Results focused

Attention to detail

Networking skills

Building relationships

Commercial and business acumen

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