Assistant Office Manager

Responsibilities:

Office Operations & Administration:

• Oversee day-to-day office functions: front desk, mailroom, filing, stationery, and supplies inventory.
• Manage office facilities: liaise with landlords, vendors, and maintenance for power, AC, cleaning, generator, and HSE compliance.
• Coordinate travel, accommodation, and logistics for staff, expats, and visiting JV partners or regulators.
• Maintain office security, access control, visitor management, and sign-in protocols in line with company HSE policy.
  

Documentation, Compliance & Records:

• Maintain and update company records, licenses, permits, DPR/NUPRC/NNPC correspondence, and statutory filings.
• Ensure proper document control for technical reports, contracts, insurance, and audit files per ISO or company QMS.
  
• Support regulatory compliance: track expiring permits, arrange inspections, and prepare documents for HSE, DPR, or FIRS audits.
• Manage confidentiality of sensitive data: JV agreements, financials, and field operation reports.
  

People & Team Support:

• Support HR admin: onboarding/offboarding, staff attendance, leave tracking, and payroll documentation.
• Coordinate office meetings, board meetings, town halls, and HSE briefings. Prepare agendas, minutes, and action trackers.
• Act as first point of contact for staff queries on facilities, policies, or admin processes.
• Supervise office support staff: cleaners, drivers, front desk/reception, and vendors.
  

Finance & Procurement Support:

• Process office-related invoices, LPOs, and vendor payments in coordination with Finance.
• Track office budget, utilities, and consumables spend; flag variances early.
• Raise purchase requests for office assets, IT equipment, and consumables while ensuring compliance with procurement policy.
  

HSE, Risk & Business Continuity:

• Enforce office HSE standards: fire drills, emergency exits, first aid kits, and incident reporting.\
• Support business continuity plans: ensure backup power, internet redundancy, and emergency contact lists are current.
• Liaise with Security and HSE officers on threat assessments, especially given oil & gas operational risks.
  

Stakeholder & Executive Support:

• Manage the Managing Director/Leadership calendar, prepare briefing packs, and coordinate VIP visits.
• Interface with JV partners, regulators, clients, and service companies on office logistics and protocol.
• Handle confidential correspondence and maintain discretion with board/executive matters.

Requirements:

• Bachelor's degree or Higher National Diploma (HND) in Business Administration, Management, Accounting, or a related field.
• Minimum of 1–2 years of experience in office administration, executive support, or a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and problem-solving abilities.
• Leadership
• Financial Proficiency
• Professional demeanor and excellent interpersonal skills.
• Experience within the oil and gas, petroleum, chemical, or related industry is an added advantage.
• Some knowledge of expediting is required, with a willingness to learn more.

Key Competencies:

• Administrative Management
• Time Management
• Record Keeping and Documentation
• Communication and Interpersonal Skills
• Confidentiality, Honesty, and Integrity
• Planning and Coordination
• Customer Service Orientation
• Teamwork and Collaboration