Admin Assistant / Document Controller at Padua Petroleum Nigeria Limited (PPNL)

    Full-Time
    Rivers State
    Posted 7 months ago

    Location: Port Harcourt, Rivers
    Division/Department: Administration
    Reports to: Workshop Supervisor
    Employment Type: Full Time

    Duties and Responsibilities
    Administrative Assistant Duties:

    • Ensure efficient running of the office.
    • Organize the company filing system
    • Copy, scan and store documents
    • Timely Payment of PHCN Bills
    • Timely office internet subscription
    • Ensure availability of diesel and fuel in the generator(s)
    • Keeping of visitors’ register
    • Ensure office environment: premises, restrooms, reception etc. are properly cleaned and grasses cut.
    • Ensure timely provision of consumables to all staff
    • Ensure timely availability and management of the Petty Cash / Imprest
    • Timely arrangement/booking of flights for staff, when necessary.
    • Booking of hotels/accommodation, when necessary.
    • Identification and procurement of basic office needs
    • Renewal of DSTV subscription, where necessary.
    • Ensure that stationery levels are maintained
    • Report daily to the Workshop Supervisor on security situations within the office premises
    • Submission of weekly report on general office administration to the Management.
    • Other duties as may be assigned by the Management

    Document Controller Duties:

    • Manage the flow of documentation within the organization
    • Ensure that hard copy and electronic record files, as required, are maintained in good order to comply with QA requirements
    • Retrieve files as requested by employees and clients
    • Produce reports on documentation and progress as requested
    • Contribute to compilation of final project dossiers, as-built portfolios and archiving
    • Liaising and providing administrative assistance to all project team members, as required
    • Arrange meetings and record minutes when required
    • Maintain accurate filing system for project letters, reports
    • Preparing spreadsheet(s) and maintaining databases and logs, as required by Projects
    • Maintaining consistency in project documentation for format and document coding or numbering system
    • Ensure master drawing files are kept up to date with the latest revision
    • Administrating and maintaining SharePoint, Project Workspaces, Project Drives and hard copy file systems as required.
    • Submission of monthly activity report

    Interfaces with:

    • Internal Staff Managing Director, General Manager, Finance/Accounts Manager, Workshop Supervisor, Project Engineers.
    • External: Clients, Company Vendors, Regulatory bodies.

    Education and / or Work Experience / Skills Requirements

    • HND / Bachelor’s degree in Administration or any relevant field.
    • Minimum of 2 years’ experience working in an administrative / document control role
    • Experience in the production of detailed documents/reports.
    • Good understanding of office administration processes and practices
    • Intermediate or Advanced computer and word processing skills using MS Office applications including SharePoint.
    • Excellent interpersonal, written and verbal communication skills
    • Ability to coordinate several high-priority deadlines simultaneously
    • Exhibit an extremely high level of professionalism and superior attention to details
    • Excellent IT and presentation skills.
    • Ability to interface and interact with Management and Client Representatives at all levels
    • Ability to demonstrate sense of initiative and ownership
    • Aptitude to exercise foresight as well as good business judgment to anticipate and solve problems with minimal oversight
    • Energetic, self-motivated and quick to learn with a focus on continuous improvement.
    • Ability to manage complex projects and multi-task.
    • Excellent organizational skills.
    • Ability to flourish with minimal guidance, be proactive, and handle uncertainty
    • Maintain confidentiality at all times

    Key Performance Indicators:

    • Keen attention to details
    • Level of efficiency in delivering office administration
    • Quality of flow of documentation within the company.
    • Quality and accuracy of filing and retrieval system in both hard copy and electronic copy.
    • Average time to respond to end-user enquiries.
    • Response time in retrieving and issuing documents to end users.

    Method of Application

    Qualified and Interested candidates should send their CV and Covering Letter to: [email protected] using the job title as the subject of the mail.

    Note: Only shortlisted candidates will be contacted. Female candidates are strongly advised to apply.

    Job Features

    Experience

    2 years

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