Admin Officer – Nigeria

Job Summary

The Admin Officer is responsible for providing comprehensive administrative support to ensure the efficient operation of AmSpec Nigeria LTD. The role supports daily business activities by managing office administration, coordinating logistics, maintaining records, assisting with procurement, supporting HR and finance functions, and ensuring compliance with company policies and local regulations. The Admin Officer plays a key role in maintaining a well-organized and efficient working environment while supporting operational activities within the oil and gas inspection and testing industry.

Key Responsibilities

• Manage the day-to-day administrative operations of the office, ensuring efficient workflow and compliance with company procedures.
• Maintain and organize company records, employee files, contracts, licenses, permits, and other administrative documentation in both physical and electronic formats.
• Coordinate office procurement activities, including obtaining quotations, processing purchase requests, purchasing office supplies, and maintaining adequate inventory levels.
• Coordinate travel arrangements, including flight bookings, hotel accommodations, transportation, visa applications, and travel itineraries for employees and visitors.
• Manage office facilities, utilities, maintenance services, cleaning services, office equipment, and vendor relationships to ensure uninterrupted business operations.
• Provide administrative support to the Operations, Finance, Human Resources, Laboratory, and Inspection departments as required.
• Prepare correspondence, reports, meeting minutes, presentations, and other business documents while maintaining confidentiality.
• Coordinate courier services, incoming and outgoing mail, document distribution, and communication with clients, suppliers, government authorities, and service providers.
• Assist with employee onboarding, orientation, accommodation arrangements, transportation coordination, and general employee administrative support.
• Maintain accurate records of company assets, office equipment, mobile phones, laptops, furniture, and other company property.
• Coordinate vehicle administration, including registrations, insurance renewals, maintenance scheduling, fuel records, and driver documentation.
• Support Finance by processing invoices, maintaining administrative expense records, coordinating vendor payments, and preparing supporting documentation when required.
• Ensure all statutory licenses, permits, registrations, insurance policies, and regulatory documents remain valid and are renewed before expiry.
• Coordinate meetings, training sessions, company events, and other internal activities, including preparing meeting facilities and required documentation.
• Liaise with government authorities, immigration offices, regulatory bodies, banks, and other external organizations on administrative matters.
• Ensure compliance with company policies, Nigerian labour laws, local regulations, Quality Management System (QMS) requirements, and Health, Safety, Security & Environmental (HSSE) procedures.
• Maintain strict confidentiality of company information, employee records, financial information, and client documentation.
• Perform any other administrative duties assigned by Management to support the efficient operation of the business.

Qualifications

• Bachelor’s Degree or Diploma in Business Administration, Office Administration, Management, or a related discipline.
• Minimum of 1-2 years of administrative experience, preferably within the Oil & Gas, Inspection, Testing, Laboratory, or Industrial Services sector.
• Excellent knowledge of Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Strong organizational, planning, and time management skills.
• Excellent written and verbal communication skills in English.
• Ability to manage multiple priorities while maintaining attention to detail.
• Strong interpersonal skills with the ability to communicate effectively with employees, clients, vendors, and government authorities.
• Ability to maintain confidentiality and exercise sound judgment.
• Knowledge of Nigerian labour regulations and administrative procedures is an advantage.

Core Competencies

• Communication Skills
• Organization & Planning
• Time Management
• Problem Solving
• Attention to Detail
• Customer Service Orientation
• Teamwork & Collaboration
• Integrity & Confidentiality
• Adaptability & Flexibility
• Proficiency in Microsoft Office Applications
• HSSE Awareness
• Quality Focus

To apply: Please send your CV to careers.mea@amspecgroup.com.