Admin Officer – Togo & Gabon

Job Summary

The Admin Officer is responsible for providing comprehensive administrative and operational support for AmSpec’s activities in Togo and Gabon. The role ensures smooth day-to-day office operations, supports inspection and testing activities, and facilitates coordination between clients, operations teams, laboratories, and external authorities.

This position requires strong communication skills in French and English, as the role involves frequent interaction with French-speaking clients, government authorities, ports, and service providers in West Africa.

Key Responsibilities

• Manage daily administrative operations of the office in Togo and Gabon, ensuring efficient workflow and compliance with company procedures.
• Maintain and organize all company records, operational files, contracts, certificates, permits, and administrative documents in both physical and digital formats.
• Coordinate with operations teams to support inspection, sampling, and laboratory activities, ensuring timely documentation and reporting.
• Prepare and process operational documents including job files, inspection requests, reports, and certificates.
• Liaise in French and English with clients, ports, customs authorities, shipping agents, and suppliers to support operational requirements.
• Assist in coordinating travel arrangements, accommodation, transport, and logistics for inspectors and staff.
• Support procurement activities including obtaining quotations, preparing purchase requests, and following up with suppliers.
• Manage office supplies, inventory, equipment, and ensure availability of necessary administrative resources.
• Maintain accurate records of company assets, vehicles, and operational equipment assigned to the office.
• Support finance by organizing invoices, expense reports, and supporting documentation for payments and cost tracking.
• Coordinate with local authorities for permits, licenses, registrations, and regulatory documentation as required.
• Assist in HR-related administrative tasks including onboarding, employee documentation, attendance tracking, and leave records.
• Ensure proper filing and archiving of all operational and administrative documentation in accordance with company quality standards.
• Support HSSE compliance by ensuring documentation and administrative processes align with health, safety, security, and environmental policies.
• Translate documents and communications between French and English when required.
• Coordinate meetings, prepare agendas, minutes, and follow up on action items.
• Handle incoming and outgoing correspondence, emails, courier services, and official communications.
• Perform any other administrative duties assigned by management to support operational efficiency.

Qualifications

• Bachelor’s Degree or Diploma in Business Administration, Management, or related field.
• Minimum 1-2 years of administrative experience, preferably in Oil & Gas, Inspection, Marine, or Industrial Services sectors.
• Fluent in French (mandatory) and English (required).
• Strong knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience working in multicultural and operational environments in West Africa is an advantage.
• Strong organizational, communication, and coordination skills.
• Ability to manage multiple tasks in a fast-paced operational environment.
• High attention to detail and strong sense of responsibility.
• Ability to work independently and support field operations effectively.

Core Competencies

• Bilingual Communication (French & English)
• Organization & Planning
• Administrative Accuracy
• Coordination & Follow-up
• Time Management
• Problem Solving
• Attention to Detail
• Teamwork & Collaboration
• Integrity & Confidentiality
• Adaptability in Field Operations
• HSSE Awareness
• Customer Service Orientation

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