Senior HR Administration Associate

Entity: Genser Energy Côte d’Ivoire SA (GECS)
Position: Senior HR Administration Associate

Division / Department: Organizational Development (ODV) Location: Abidjan, Côte d’Ivoire (West Africa) 

Report Directly to: HR Manager

Designation Level: Functional Head

OBJECTIVE: The Senior Human Resources Administration Associate is responsible for managing and coordinating administrative activities relating to human resources throughout the employee lifecycle, ensuring the accuracy of personnel records, the timely processing of payroll, the proper management of employee benefits, and compliance with applicable labour legislation, social security obligations and internal policies.

This role ensures the integrity of HR data, the effective management of employment contracts and personnel records, and the timely delivery of HR administrative services. It also contributes to the continuous improvement of HR processes, systems and reporting, whilst working closely with the finance department, the legal department, external service providers and relevant Group entities.

KEY RESPONSIBILITIES

Personnel Administration and Payroll Management

• Manage administrative formalities related to onboarding, employee movements, and departures.

• Prepare and track employment contracts, amendments, certificates, letters, and other administrative documents.
• Ensure personnel files, HR data, and contractual deadlines are kept up to date and confidential.

• Coordinate the collection, verification, and transmission of payroll variables to the service provider, review payroll statements, and follow up on necessary corrections.
• Coordinate the preparation and follow-up of tax and social security filings, notably with the DGI and CNPS, in collaboration with Finance and relevant service providers.
• Administer leave, absences, leave balances, and other data required for personnel management.
• Coordinate the enrollment and follow-up of employee benefits: health insurance, supplementary retirement, and other applicable benefits.

Compliance, HR Systems, and Reporting

• Ensure compliance with labor legislation, social obligations, and internal procedures applicable in Côte d'Ivoire.
• Ensure the reliability and up-to-date maintenance of data in HR systems, particularly BambooHR, and ensure consistency with payroll data.
• Prepare periodic dashboards and reports on headcount, personnel movements, leave, and HR administrative activities.

• Prepare documentation required for audits, labor inspections, and regulatory controls.
• Identify non-compliance risks and propose improvements to processes and internal controls.

Lease and Associated Contract Management

• Ensure the administrative and contractual follow-up of office leases, staff housing, and vehicle rentals.

• Maintain the lease contract register, including deadlines, contractual terms, renewals, and termination notices.
• Coordinate occupant move-ins and move-outs, property inspections, key handovers, and follow-up on security deposits, liaising with relevant stakeholders.
• Track rent, payment schedules, rental charges, and related invoices, and coordinate their verification with Finance prior to payment.
• Liaise with landlords, real estate agencies, vehicle rental companies, and other service providers to handle requests, incidents, and complaints.

• Ensure compliance with contractual obligations and flag risks, delays, or cost-optimization opportunities.

• Contribute to the preparation of the lease-related budget and to producing monitoring reports.

Budget, Procurement, and Vendor Coordination

• Contribute to the preparation of budgets and expenditure forecasts related to HR administration and leases within scope.
• Initiate and track purchase requests, purchase orders, and payment requests in Sage X3, in accordance with internal procedures.
• Verify invoices and supporting documents, monitor spending against approved budgets, and flag discrepancies.
• Collaborate with Finance, Procurement, and Legal to ensure compliance of contractual commitments and adherence to approval workflows.
• Monitor service quality and propose measures for improvement and cost control.

EDUCATION AND EXPERIENCE

• Bachelor's degree (Bac+3) in Human Resources Management, Business Administration, Accounting, or a related field; a Master's degree is an advantage.
• Minimum of four (4) years of experience in HR administration, payroll coordination, or personnel management.
• Practical experience with payroll, social security filings, employee benefits, and document management.
• Experience managing lease contracts and administrative follow-up with vendors is desirable.
• Experience in an international, industrial, energy, or multinational environment is an advantage.

• Good knowledge of labor legislation and social security obligations in Côte d'Ivoire.

TECHNICAL AND LANGUAGE SKILLS

• Proficiency in personnel administration processes, payroll coordination, and benefits management.

• Good knowledge of HR systems, particularly BambooHR; knowledge of Sage X3 is an advantage.

• Strong command of Microsoft Office, particularly Excel, as well as digital and artificial intelligence tools used with due regard for confidentiality.

• Ability to track contracts, deadlines, budgets, and invoices.
• Excellent organizational, analytical, reporting, and prioritization skills.
• Professional fluency in French and English, both spoken and written.

BEHAVIORAL COMPETENCIES

• Rigor, accuracy, and attention to detail.
• Integrity, discretion, and respect for confidentiality.
• Service orientation and strong communication skills.
• Analytical mindset and problem-solving ability.
• Autonomy, responsiveness, and respect for deadlines.
• Ability to collaborate with multiple departments and service providers.
• Sense of accountability, compliance, and continuous improvement.

KEY PERFORMANCE INDICATORS (KPIs)

• Timeliness and reliability of payroll operations.

• Accuracy and up-to-date maintenance of personnel files and HR data.
• Compliance with deadlines for social and administrative obligations.
• Turnaround time for processing HR requests and documents.
• Reliability of lease contract, deadline, and payment tracking.
• Adherence to approved budgets and control of administrative and lease-related costs.
• Compliance with internal procedures and regulatory requirements.
• Quality and timeliness of administrative reports.

Note: Quantitative targets and performance thresholds will be set annually by the HR Manager, in line with GECS and Group priorities.

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