Position Summary
We are in search of an organized, proactive, and tech-savvy Administrative Officer to facilitate the company’s day-to-day operations, business development initiatives, tender preparation workflows, document management infrastructure, and digital communication channels.
The ideal candidate will take a pivotal role in optimizing administrative operations, preserving accurate corporate documentation, facilitating contract and tender submissions, utilizing Artificial Intelligence (AI) tools to enhance productivity, and overseeing the company’s digital and social media channels.
Oversee and execute critical tasks encompassing project management, team leadership, and strategic planning to ensure organizational objectives are met. Develop and implement comprehensive policies, procedures, and performance metrics to enhance operational efficiency and accountability. Serve as a primary liaison between senior management, stakeholders, and cross-functional teams to facilitate seamless communication and collaboration. Monitor and evaluate departmental performance, identifying areas for improvement and implementing corrective measures as necessary. Lead initiatives aimed at fostering innovation, optimizing resources, and driving sustainable growth. Ensure compliance with industry regulations, internal policies, and ethical standards while maintaining a high level of professionalism.
Overseeing administrative operations and managing office functions, this role involves ensuring efficient workflows, maintaining organizational systems, and coordinating resources to support business activities. Responsibilities include handling correspondence, managing schedules, and implementing policies to enhance productivity. The position may also require supervising staff, optimizing office procedures, and serving as a liaison between departments to facilitate seamless communication. Strong organizational skills, attention to detail, and proficiency in office management software are essential. Experience in a similar role and a track record of improving operational efficiency are highly desirable.
Oversee the daily administrative functions and operational activities of the office.
Facilitate the scheduling of meetings, appointments, and travel plans while ensuring all associated logistics are meticulously managed.
Oversee the organization and upkeep of office documentation, correspondence, and filing systems to ensure efficiency and accessibility.
Compose reports, presentations, letters, and various business-related documents to ensure clear, professional communication across all organizational functions.
Oversee inventory levels of office supplies and manage the procurement process to ensure timely restocking and availability of essential materials.
Document Control & Records Management involves the systematic organization, maintenance, and oversight of critical business documents and records. This role ensures compliance with regulatory standards, enhances operational efficiency, and safeguards essential information through secure storage, retrieval, and disposal processes. Key responsibilities include managing filing systems, tracking document versions, handling retrieval requests, and enforcing retention policies in alignment with legal and organizational requirements. Candidates should possess strong attention to detail, proficiency in database management systems, and familiarity with compliance frameworks such as ISO standards or GDPR. Effective communication and problem-solving skills are also essential to support cross-functional teams and mitigate risks associated with document integrity and accessibility.
Design and oversee organized electronic and physical filing systems to ensure comprehensive documentation management.
Responsible for maintaining accurate and organized company documentation, including contracts, policies, certifications, and statutory records.
Maintain accurate version control, archiving, and retrieval systems for all company documents to ensure compliance and accessibility.
Safeguard the confidentiality and integrity of all corporate data and sensitive information.
Tender and proposal management entails overseeing the preparation, submission, and evaluation of bids to secure new business opportunities. Responsibilities include coordinating with internal teams to gather necessary documentation, ensuring compliance with tender requirements, and maintaining accurate records of submissions. Additionally, the role involves analyzing tender feedback, identifying areas for improvement, and implementing strategies to enhance future bid success rates. Strong organizational skills and meticulous attention to detail are essential, along with the ability to meet strict deadlines and communicate effectively with stakeholders.
Support the development, preparation, and submission of technical and commercial tender documents.
Examine bid specifications and oversee the procurement of necessary supporting documentation.
Maintain a comprehensive database that tracks tender opportunities, submission details, and contract records.
Assist in driving business growth initiatives by meticulously preparing and maintaining comprehensive proposals and associated documentation.
Verify adherence to all specified client tender prerequisites and submission timelines.
The integration of Artificial Intelligence (AI) technologies represents a key component of this role, requiring a comprehensive understanding of AI principles and applications. Candidates will be expected to leverage AI tools and methodologies to enhance operational efficiency, drive innovation, and support data-driven decision-making processes. Proficiency in AI frameworks, algorithms, and machine learning techniques is essential to meet the responsibilities outlined in this position. Additionally, the role may involve collaborating with cross-functional teams to implement AI-driven solutions that align with organizational objectives.
Leverage artificial intelligence tools to enhance productivity, conduct thorough research, develop engaging content, craft detailed reports, and streamline business processes.
Collaborate with management to implement AI-driven solutions that enhance operational efficiency.
Utilize AI technologies to produce polished documents, engaging presentations, strategic business proposals, and comprehensive reports.
Monitor advancements in AI technologies that pertain to administrative functions and business growth initiatives, ensuring ongoing awareness of their evolving applications.
Crafting and executing strategic communications across digital platforms while managing corporate messaging is a core responsibility of this role. Developing engaging content for various social media channels, including LinkedIn, Twitter, and Instagram, is essential to enhance brand visibility and engagement. Additionally, the position involves collaborating with cross-functional teams to ensure consistent messaging and alignment with organizational goals. Strong writing skills, creativity, and a deep understanding of digital trends are required to thrive in this dynamic environment. Experience in corporate communications or a related field is preferred, along with proficiency in social media analytics tools to measure performance and optimize strategies.
Oversee the company’s social media platforms and digital channels, ensuring their ongoing management and updates.
Develop and distribute high-quality content designed to enhance the company’s visibility, showcasing its services, projects, achievements, and overall brand identity.
Track digital interactions and deliver timely, professional responses to inquiries.
Facilitate marketing and business visibility efforts via digital channels.
Provide support in the upkeep and refresh of company website content as needed.
Compliance and regulatory oversight responsibilities include ensuring adherence to applicable laws, regulations, and internal policies, as well as preparing and submitting accurate and timely reports to relevant authorities. This role requires maintaining up-to-date knowledge of evolving compliance requirements, conducting regular audits, and implementing corrective measures to mitigate risks. Additionally, the position involves collaborating with cross-functional teams to address compliance gaps, documenting findings, and providing guidance to ensure organizational alignment with industry standards and legal obligations.
Provide support in upholding company certifications, registrations, and compliance-related documentation.
Compile and produce regular administrative and management reports on a periodic basis.
Facilitate the execution of internal audits and oversee documentation verification processes to ensure compliance and accuracy.
Verify adherence to established organizational policies and protocols.
Seeking a highly skilled professional with a strong academic background in a relevant field, complemented by several years of hands-on experience in a comparable role. The ideal candidate will possess advanced technical expertise, demonstrated through certifications or specialized training, and a proven track record of delivering measurable results in prior positions. Exceptional communication skills, both written and verbal, are required to collaborate effectively with cross-functional teams and stakeholders. Additionally, proficiency in industry-standard software, tools, or methodologies is essential to execute responsibilities with precision and efficiency.
A Bachelor’s degree or Higher National Diploma (HND) in Business Administration, Management, Office Technology, Mass Communication, Public Administration, Computer Science, or a closely related field is required.
Seeking candidates with a minimum of two to five years of professional administrative experience.
Proficiency in tender preparation, contract administration, or document control would be a valuable asset for this role.
Preferred candidates will have a background in the oil and gas sector, engineering, procurement, consulting, or service industry.
Required Skills & Competencies:
Candidates must possess a Bachelor’s degree in Computer Science, Information Technology, or a related field, along with a minimum of three years of experience in software development, preferably using languages such as Java, Python, or C++. Strong problem-solving abilities, analytical thinking, and effective communication skills are essential for collaborating in a team-oriented environment. Proficiency in database management, API integration, and cloud computing platforms is highly desirable. Additionally, familiarity with Agile methodologies and version control systems (e.g., Git) is required to ensure efficient project execution.
Exceptional proficiency in administrative duties and organizational planning is essential.
Proven expertise in organizing, maintaining, and safeguarding critical documentation with precision and efficiency.
Proven expertise in the development and preparation of tenders and proposals is required.
Demonstrated expertise in utilizing the Microsoft Office Suite, encompassing Word, Excel, PowerPoint, and Outlook, is essential.
Proven expertise in leveraging AI-powered tools, including ChatGPT, Microsoft Copilot, Gemini, and Claude, with hands-on application in professional settings.
Proven expertise in social media management and content creation is essential.
Proficient in both written and oral communication, with a strong command of language and the ability to convey ideas clearly and effectively.
Required are meticulous attention to detail and the capacity to consistently meet established deadlines.
Demonstrates strong self-motivation and the capacity to prioritize and execute multiple assignments efficiently in a self-directed manner.
Maintains a high standard of professionalism, integrity, and confidentiality at all times.
What We Offer
Join a thriving, expanding organization where innovation and growth create exciting opportunities for professional development and impactful contributions.
Engage in significant initiatives across Oil & Gas, Engineering, Procurement, Safety, and Logistics sectors.
Continuous professional development and ongoing learning avenues are available.
In a collaborative and innovation-focused work environment, individuals thrive by working together and driving forward new ideas.
Qualifications
BA/BSc/HND
Experience Required
2 - 5 years
