Business Mobility Coordinator - Onsite

Title: Business Mobility Coordinator - Onsite

Mandatory skills:

tax, immigration aspects,
HR Tax, tax regulations, tax registration, tax agreement, tax setup, tax authorities, tax payment,
documentation, recruitment process,
SNOW, Tool Manuel Payments,
Short Project Assignment, SPA, Long-Term Assignment, LPA

Description:

Business Mobility Coordinator

The Business Mobility Coordinator has the general responsibility to oversee, support and in some instances execute, the necessary activities related to the compliant, on-time, and correct mobilization of client employees assigned to work on HVDC Construction sites worldwide. As such, the Business Mobility Coordinator needs to ensure that the client as a company and our employees comply with all defined legal requirements for their mobilization to the Construction sites, including but not limited to tax and immigration aspects. The Business Mobility Coordinator is also responsible that all travelers (internal and external) are informed about rules, regulations and arrangements connected to site works in every specific project. The Business Mobility Coordinator works according to approved processes when applicable.

Main Tasks

1. Tax:
Together with HR Tax, ensure that the internal employees are aware and informed about the tax regulations in each specific country/project. When required, assist with tax registration.
Ensuring that all required documentation regarding tax reporting will be updated and sent to Global Mobility.
Signing off on the advance tax agreement.
Follow the tax setup for each project.
Register employees in foreign countries tax authorities (Posted Workers).
Tracking hours at site for reporting days to HR tax, so correct individual tax payment can be done.
Get payment request signed and uploaded in SNOW (Tool for Manuel Payments).

2. Visa/Work Permit:
Finding out the rules and regulations for each project country regarding migration rules.
Internal and External contacts with migration specialist to define what kind of visa is needed for sending client personnel and consultants out to site.
Collecting documents and monitoring the process of the visa/Work Permit (WP).
Extension of visa/WP when assignments are prolonged.

3. Training:
Make sure that the personnel are trained according to the client rules and local requirements from each specific country, customer, or client organization.
Booking of internal and external training.

4. Contracts/Secondment:
Initiate Short Project Assignment (SPA) or Long-Term Assignment (LPA) contracts in APRO to Global Mobility if the assignment is longer than 3 months/12 months.
Make sure a signed Secondment Frame Agreement is assessable and signed by home and host country.
Secondment agreement third party is signed by employee, home and host country for employees who travel under 3 months.

5. Personal Protective Equipment (PPE):
Ensure that all employees delegated to a site have the required Company and/or Customer Personal Protective Equipment for performing their tasks on site.
Assist the employees with questions regarding PPE.
Handling all invoices related to PPE purchases.

6. Purchase of Consultants:
Initiate the recruitment of external resources in collaboration with the Supply Chain department.
Monitor the contract and support with the demobilization and closing of the contract.
Handling all invoices relates to consultant purchases.

7. Project Setup:
In collaboration with Project Construction and Commissioning Manager, create a project guideline per site that defines traveler s (internal and external) rules, regulations and arrangements connected to the site work and conditions.
We locate accommodation and set up routines for transportation. Check the market and make necessary agreements with local companies, in coordination with the Supply Chain organizations.
Together with Project Construction and Commissioning Manager and Security Department do security assessment. Ensure that the resources undergo site specific security training or office induction prior mobilization to the site.

8. Onboarding:
The Business Mobility team are responsible for the coordination of all onboarding of new C&C employees outside of Sweden and that also include employees going on Long Project Assignment (LPA).
The Business Mobility Coordinator distribute and coordinate the onboarding checklist to all stakeholders involved in the global onboarding (excl Sweden).
Together with all stakeholders, make sure that the employee has all needed equipment, access, trainings etc. available on starting date.

9. Collaborations:
Ensure close collaboration with the Global Mobility team for the compliant mobilization of resources to the worldwide sites.
Together with Project Construction and Commissioning Manager follow up on the project specific resource plan and our scope of work in each specific project.
Ensure close communication and collaboration with the Travel Department to ensure that no travel take place before all formalities have been performed for a resource.
Collaborate with Supply Chain department in the process for preparing, extending, and closing consultant contracts.
Close collaboration with Line Managers in Construction and Commissioning.

10. Other Tasks:
Support Construction and Commissioning Line Managers with the internal and external recruitment process; coordinate between talent company and the client.
Support the Construction and Commissioning department with any other activities related to the process of coordinating resources and in the identification and implementation of improvement initiatives for their scope of works.
Confirming travel bookings to OAA (project administrators).
Coordinate the medical examinations of the resource and ensure that the resource have all vaccination required in the host country prior mobilization to site.

Skills:
Minimum of a high school education degree.
Good communicator and able to work in a collaborative team.
Able to create and maintain a proper network within the organization.
Able to adapt social intercourse to the interlocutor, from project workers to functional leaders.
Driven, structured, goal oriented, eager to learn from experiences and adapt as may be required, able to work under stressful conditions, good team player and open for changes in a fastmoving environment.
Business level English language written and spoken. Other languages is a plus.

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

Contact Details :

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008