Human Resources Administrative Assistant

Job Description:

Human Resources Administrative Assistant (Oil & Gas) Job Title Human Resources Administrative Assistant Department Human Resources Reports To HR Manager / Human Resources Supervisor Job Summary

The Human Resources Administrative Assistant provides administrative and operational support to the HR department, ensuring efficient execution of HR processes and compliance with company policies and industry regulations. This role supports recruitment, onboarding, employee records management, payroll coordination, training administration, and general HR operations while maintaining confidentiality and professionalism in a fast-paced oil and gas environment.

• Provide day-to-day administrative support to the Human Resources department.
• Maintain accurate and confidential employee personnel files and HR records.
• Assist in recruitment activities, including posting vacancies, scheduling interviews, coordinating candidate communications, and preparing employment documentation.
• Support employee onboarding and offboarding processes, including document collection, orientation scheduling, and clearance procedures.
• Prepare employment contracts, letters, certificates, and other HR-related documentation.
• Coordinate employee visa, work permit, medical examination, and licensing documentation as required.
• Monitor employee attendance, leave records, and timesheets, and coordinate with payroll to ensure accurate salary processing.
• Update HR information systems with employee data and organizational changes.
• Assist in organizing employee training, induction programs, and performance review activities.
• Support HR compliance by ensuring adherence to labor laws, company policies, and HSE requirements.
• Respond to employee inquiries regarding HR policies, benefits, and administrative procedures.
• Prepare HR reports, dashboards, and statistical data as requested by management.
• Coordinate travel arrangements, accommodation, and logistics for new hires and HR-related activities when required.
• Maintain office supplies and filing systems for the HR department.
• Perform other administrative and HR-related duties assigned by the HR Manager.

• Bachelor's degree or diploma in Human Resources, Business Administration, or a related field.
• Minimum 2–4 years of HR administrative experience, preferably in the oil and gas, construction, engineering, or industrial sector.
• Knowledge of HR administration, recruitment processes, and labor legislation.
• Experience with HRIS and Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills in English; additional languages are an advantage.
• High level of integrity and ability to maintain confidentiality.

• Experience supporting multicultural work forces.
• Familiarity with payroll coordination and attendance management systems.
• Knowledge of visa and immigration processes (where applicable).
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Customer-focused approach with strong interpersonal skills.
• Understanding of health, safety, and environmental (HSE) requirements within the oil and gas industry.

• Office-based role with occasional visits to operational sites or project locations.
• May require flexibility to support recruitment campaigns, onboarding activities, or project mobilization schedules.
• Regular interaction with employees, contractors, and external service providers while maintaining strict confidentiality.