Administrative Officer

Job Summary: As an Administrative Officer, you will be responsible for supporting the day-to-day administrative functions of the office. This includes managing office supplies, overseeing document control processes, and ensuring smooth office operations. The role is essential for maintaining efficiency, organization, and compliance with internal standards.

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.

Team Collaboration:

• Work closely with other team members to ensure that administrative functions are aligned with overall business goals.
• Assist in cross-functional administrative support, ensuring that all departments receive the necessary administrative services they need to function effectively.

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.
• MUST BE BASED IN WARRI.
• 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.

Why Join Us?:

At Shomas, we foster a collaborative, innovative, and supportive work environment where professional growth is encouraged. As an Administrative Officer, you will contribute to administrative strategies that drive business success and enhance business operations and office management.

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

Application Process: Qualified candidates should apply via this link

 https://forms.gle/wu375N6CGgNeEHBM6         

Application Deadline: 20th October 2024

Equal Opportunity Employer: We celebrate diversity and are committed to creating an inclusive environment for all employees.