Finance & HR Office Adminstrator-Malawi
Job ID S_D-0412975 Job type Full-time Regular
Work country Nigeria Posted 20-Jun-2011
Work city - Any Job area Finance & Accounting (non consulting)
Travel No travel Job category Finance
Business unit Finance Job role Finance Coordinator
Job role skillset General
Commissionable/Sales-Incentive jobs only No
Job description
IBM needs an Office Administrator physically located in each of the African countries where it has recently set up operations and taken on employees.
This Office Administrator (OA) will perform in-country administrative functions on behalf of several IBM functions, particularly Finance and HR. In some cases, for the short term, the OA may be the only IBM employee in the country other than the employees delivering service to clients, so the role is an important and responsible one.
General experience and attributes required
(a) Use of computers to a fairly advanced level, especially for mail, word processing and spreadsheets
(b) Experience in a local office environment as part of a multi-national operation
(c) Organised and methodical approach
(d) Ability to quickly understand systems and processes
(e) Ability to use initiative and judgement to solve problems, within the boundaries of.
(f) Total integrity and honesty, with a drive to diligently follow procedures and directions and ensure total country compliance with IBM’s professional Business Conduct Guidelines
Indicative career opportunities
IBM is a merit-based reward and progression environment. An OA will have many opportunities for career growth within IBM:
• When the volume of work in a country grows, the OA role may be split either by specialising within the tasks listed below or by appointing a senior and a junior country administrator
• OAs with management potential could progress to take supervisory responsibility for the OAs of multiple countries on a cluster or hub basis
• High-calibre OAs that are mobile could progress to become specialists in one of the disciplines they are supporting, with endless opportunities within the IBM corporate functional structure
HR-related responsibilities
HR-1. General HR Admin
(a) collecting documents and hard copies and forwarding them to relevant parties
(b) printing and scanning invitation letters, applications and other documents
(c) tracking, backing-up and forwarding personal files of employees
(d) handling and updating tracking sheets regarding country HR (resource tracking, compliance testing, payroll files, etc)
(e) ensuring legal compliance from an HR Admin point of view
(f) managing local onboarding activities from an HR Admin point of view
(g) managing local Offboarding activities from an HR Admin point of view
(h) acting as HR focal point for in-country managers
HR-2. Co-ordination and consultation with specialist HR functions (“Integrated Service Teams”, “ISTs”) including Recruitment, Compensation & Benefits, Industrial Relations / Labour Relations, Workforce Management, operational controls and the various service delivery centres
HR-3. Local implementation of the directives, policies and processes defined by the ISTs
HR-4. Co-ordination and close contact with the African HR Hubs and HR Partners based in Kenya, Nigeria, Zambia, Gabon as well as the regional HQ in South Africa
(a) providing general updates required by the Hubs
(b) implementing locally the directives, policies and processes provided by the HR Hubs
HR-5. Delivery of HR induction training to new in-country employees and assignees
HR-6. Benefits related tasks:
- Eligibility updates (adds/drops/changes)
- Distribute paper forms
- Filing/sending applications, distribute membership cards, POs
- Collect employee premiums, pay premiums, reconcile premiums, review vendor reports (utilization and claim activity)
- Membership form distribution, assistance, collection
- Filing evidence (eg. paper forms, contracts, etc.)
- Systems updates (benefits deductions, salary advances, etc)
- Perform controls of eligible population
- Report legal changes
- Validate employee/manager data
- Checking work contracts
- Overtime validation (if needed)
- Testing (ensuring SOD)
- Payroll reconciliation
Required
High School Diploma/GED
English: Fluent
Preferred
Bachelor’s Degree
Additional information
Finance-related responsibilities
FIN -1. Administration of country Accounts Receivable (A/R) including customer contact, recording of commitments or disputes and handling of disputes to completion
FIN -2. Billing and Invoicing including administration of billing approvals, handing the invoice to the customer and confirming customer acceptance
FIN-3. Credit Note processing, under guidance where required
FIN-4. Cheque handling, secure storage, lodgement, tracking and notification
FIN-5. Contract administration including tracking, scanning, validation, forwarding and archiving
IBM is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
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