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