Administration Officer

Job Purpose & Scope

• Ensuring HSSEQ goals, objectives and targets are met through personal leadership and involvement.
• Safe delivery and handover of the Project to the Owner, sustainably, safely, on time, within budget, ensuring that a quality product is produced that represents ‘best value’ for the Owner and their Stakeholders.
• To provide Cost and Estimating management, leadership and support for all Project activities.
• Oversee Budget, Cost, Estimating, Progress Measurement and Forecasting activities of the EPC Contractor and ensure these are aligned to the overall Project objectives.
• Support the Project Controls Manager and provide functional support to the Project PMC and Owner’s teams.

• Support office administration and facilities management
• Provide Personnel Administration & Mobilization Support
• Arrange air tickets, hotel bookings, site accommodation, and transportation.
• Coordinate staff movements between HQ, site, and home country.
• Manage vehicle allocation, driver coordination, and transport schedules.
• Support emergency travel and mobilization requirements.
• Control logistics costs in line with approved budgets
• Maintain administrative records, correspondence logs, and filing systems.
• Support document controllers with transmittals, courier handling, and archiving.
• Manage incoming/outgoing letters, packages, and official communications.
• Ensure proper confidentiality and controlled access to sensitive documents.
• Maintain attendance, timesheets, and leave records for PMC personnel.
• Coordinate with project controls / HR for timesheet validation and payroll inputs.
• Track annual leave balances and support leave utilization planning.
• Issue reminders on contract end dates and leave encashment policies.
• Manage admin‑related vendors (transport, catering, cleaning, accommodation).
• Support procurement with quotations, LPO follow‑ups, and service contracts.
• Monitor vendor performance and service‑level compliance
• Process invoices related to admin services for finance verification.
• Support cost tracking for admin and logistics budgets.
• Verify invoices, receipts, and supporting documents before finance submission.
• Maintain petty cash records (if applicable).
• Act as focal point for administrative coordination with Client and contractors.
• Support Client audits, meetings, and visits (logistics and arrangements).
• Ensure alignment with Client administrative procedures and site rules.
• Ensure compliance with Company, Client, and regulatory requirements.
• Support internal and external audits (HR, HSE, ISO, Client audits).
• Maintain updated administrative procedures and trackers.
• Provide regular admin status reports to PMC management.

• A bachelor' s degree in any discipline or equivalent from an accredited university and have relevant experience as Administrator or similar role in the Oil & Gas or Petrochemical Projects.

We’re committed to building a diverse, inclusive and respectful workplace where everyone feels they belong, can bring themselves, and are heard. We provide equal employment opportunities to all qualified applicants and employees without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by law.