Description:

Job Title: Administrative Officer

Location: Warri, Delta State Job Type: Full Time, Onsite

Responsibilities:

Administrative Support:

• Provide comprehensive administrative support, including managing executives’ schedules, organizing meetings, handling travel arrangements, and managing departmental correspondence.
• Assist in drafting and preparing documents, presentations, and reports as needed.

Office Management:

• Oversee the maintenance of office facilities, ensuring they are well-organized, safe, and adequately supplied.
• Manage relationships with vendors and service providers to ensure timely repairs and servicing of office equipment.

Document Control:
• Implement and maintain an organized system for storing and retrieving documents, both physical and digital.
• Ensure that all documents are regularly updated, filed correctly, and archived as per company policy and that records are kept secure and compliant with relevant regulations.

Data Entry and Filing:
• Perform accurate data entry and ensure that electronic and physical filing systems are updated and easily accessible.
• Regularly audit filing systems to ensure that records are well-maintained and easily retrievable.

Compliance and Audits:

• Ensure that all office documentation complies with internal policies, regulatory standards, and quality controls.
• Prepare necessary documents for internal and external audits, ensuring everything is ready and in order when required.

Communication:
• Serve as a liaison between various departments to facilitate smooth communication and the effective flow of information.
• Manage internal communications, distributing important information to relevant teams and staff members promptly.

Policy and Procedure Management:

• Assist in the creation, review, and updating of company policies and procedures to ensure they are current and compliant with industry standards.
• Inform all staff of updates to policies and procedures and ensure that they are implemented accordingly.

Meeting and Event Coordination:

• Organize and coordinate company meetings, training sessions, conferences, and events, managing all logistical arrangements such as venues, catering, and required materials.

• Prepare meeting agendas, and minutes, and distribute them to relevant stakeholders promptly.

Reporting:
• Generate regular reports and provide administrative summaries on document control, office management, and overall administrative tasks to ensure transparency and accountability.

Technology and Systems Management:
• Assist with the administration of office technology and systems, including managing the usage of office software and ensuring it is used efficiently. Help maintain an up-to-date inventory of all IT and office equipment.

Qualifications:

• Education: HND/OND/Bachelor’s degree in Business Administration, Management, Social Sciences, or a related field.

• Experience: 2-4 years of experience in an administrative role with document control responsibilities, preferably in sectors like oil & gas, logistics, supply chain etc.

• Skills:
👉🏾 Proficient in document management systems (e.g., SharePoint, Documentum).
👉🏾 Excellent organizational and time management skills.
👉🏾 Proficiency in Microsoft Office Suite and Google Workspace.
👉🏾 Ability to work independently with minimal supervision
👉🏾Multi-tasking ability, Adaptability, and flexibility.
👉 Basic knowledge of office equipment (e.g., printers, copiers, scanners).
👉Strong written and verbal communication skills.

Salary: ₦100,000 – ₦150,000. Other benefits include paid overtime, HMO, performance
bonuses, etc.