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

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

Job Features

Job FieldAdministration / Secretarial
Job TypeFull-Time
EducationBA/BSc/HND
LocationRivers State
Experience2 years

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.

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