REGIONAL ASSISTANT M/F

	REGIONAL ASSISTANT M/F

General informations

  With the group’s expertise of more than 50 years of experience and a continuous presence on the African continent, Africa Global Logistics South Africa provides end-to-end solutions with in-depth knowledge of the legal and cultural diversities specific to each country. Our powerful integrated global network and sustainable solutions enable innovative and flexible designs in their execution.

AGL South Africa is your gateway throughout Africa, facilitating freight forwarding, customs clearance, warehousing and distribution activities for many multinational companies.

Job description

Mission Description                      

Job Purpose:
To provide administrative and operational support to the Expat Manager, ensuring the effective coordination of expatriate administration, executive support, travel, relocation, reporting and regional administrative functions. The Regional Assistant will coordinate day-to-day activities, maintain accurate records, liaise with internal and external stakeholders, and provide full support during the absence of the Expat Manager.

Job Function:
Key Responsibilities and Accountabilities:
Expatriate Administration
• Assist with the administration of expatriate employees throughout the employee lifecycle.
• Prepare expatriate documentation for onboarding and offboarding.
• Maintain accurate electronic and hard copy expatriate personnel files.
• Track visa, work permit and passport expiry dates.
• Follow up with Country HR teams regarding outstanding documentation.
• Assist with work permit and visa applications.
• Coordinate document submissions to immigration consultants and authorities.
• Ensure expatriate databases remain accurate and up to date.

Travel, Relocation & Logistics
• Arrange domestic and international travel bookings.
• Coordinate visa documentation required for business travel.
• Arrange accommodation for expatriates and visitors.
• Assist with relocation logistics, including household shipments and temporary accommodation.
• Coordinate airport transfers and transport arrangements.
• Assist with vehicle allocations, renewals and related administration.
• Monitor travel schedules and communicate itinerary changes.

Housing Administration
• Assist with lease administration.
• Coordinate lease renewals.
• Maintain housing records and lease documentation.
• Liaise with landlords, estate agents and service providers.
• Assist with utility account administration.
• Track lease expiry dates.

Executive & Administrative Support
• Manage correspondence on behalf of the Expat Manager where required.
• Schedule meetings and maintain calendars.

• Prepare meeting packs, reports and presentations.
• Record and distribute meeting minutes.
• Coordinate regional meetings and follow up on action items.
• Manage confidential filing systems.

Database & Document Management
• Maintain expatriate databases.
• Update employee records.
• Maintain electronic filing systems.
• Ensure documentation complies with company requirements.
• Assist with document audits.
• Prepare reports for Head Office.

Regional Coordination
• Liaise with Country HR Managers across the region.
• Follow up on outstanding actions.
• Coordinate communication between Head Office and Country offices.
• Assist with regional HR projects.
• Monitor deadlines and ensure timely completion of activities.

Payroll & HR Administration Support
• Notify Payroll of expatriate movements.
• Assist with payroll-related documentation.
• Ensure employee information is accurate.

 

Profile

Systems Administration
• Support SESAME administration.
• Assist with workflow creation and updates.
• Maintain user records.
• Assist with system testing where required.
• Follow up on system-related queries.

Audit & Compliance
• Prepare documentation for internal and external audits.
• Maintain compliance records.
• Assist with reporting requirements.
• Ensure all expatriate documentation is compliant with company and legislative requirements.

Acting Responsibilities
During the absence of the Expat Manager, the Regional Assistant will:
• Manage the day-to-day expatriate administration.
• Coordinate urgent immigration and permit matters.
• Monitor executive calendars and correspondence.
• Coordinate travel and accommodation requirements.
• Escalate critical matters to the Human Resources Director where appropriate.
• Ensure continuity of all administrative and reporting functions.
Minimum Education and Experience Requirements:
• Matric (Grade 12).
• Diploma in Business Administration, Human Resources or Office Administration will be advantageous.
• 3–5 years' experience in an executive assistant, HR administration or expatriate administration environment.
• Experience working across multiple African countries will be advantageous.
• Advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Experience working with HRIS systems (SESAME advantageous).