1. JOB DESCRIPTION
2. Position: Administration Manager
3. Department: Administration / Operations Support
4. Industry: Oil & Gas
5. Reports To: General Manager / Operations Manager / Country Manager
6. Location: [Location]
7. Employment Type: Full-Time
8. 1. Job Purpose
9. The Administration Manager is responsible for managing and coordinating the company’s administrative functions to ensure smooth, efficient, and compliant day-to-day operations.
10. The role provides administrative support to management and operational teams and oversees office facilities, personnel documentation, travel and accommodation arrangements, manpower coordination, company records, government-related documentation, and general administrative services.
11. The Administration Manager will work closely with HR, Finance, Procurement, HSE, Operations, and Project teams to ensure that administrative activities are aligned with company policies, operational requirements, and applicable Oil & Gas industry standards.
12. 2. Key Responsibilities
13. A. General Administration
* Manage the day-to-day administrative activities of the company.
* Develop and implement effective administrative procedures, systems, and controls.
* Ensure smooth coordination between departments on administrative matters.
* Maintain proper filing, records management, and document-control systems.
* Prepare administrative reports, schedules, correspondence, and management reports.
* Monitor office supplies, stationery, equipment, and general administrative requirements.
* Coordinate meetings, appointments, visitors, and company events.
* Ensure confidentiality and proper handling of company information and documents.
1. B. Staff & Manpower Administration
* Maintain accurate employee and manpower records in coordination with HR.
* Coordinate staff mobilization, demobilization, transfers, and deployment requirements.
* Monitor employee attendance, leave schedules, and administrative requirements.
* Coordinate staff accommodation, transportation, meals, and other welfare arrangements where applicable.
* Maintain manpower lists and ensure required documentation is available for operational assignments.
* Coordinate onboarding and administrative arrangements for new employees.
1. C. Travel, Accommodation & Logistics
* Coordinate business travel, flights, visas, accommodation, transportation, and airport transfers.
* Arrange travel and accommodation for employees, visitors, clients, and project personnel as required.
* Maintain travel schedules and ensure timely completion of travel-related arrangements.
* Coordinate transportation requirements for operational and office personnel.
* Liaise with hotels, travel agencies, transport providers, and other service providers.
1. D. Government & Regulatory Coordination
* Coordinate administrative requirements with relevant government authorities, where applicable.
* Monitor company licenses, permits, registrations, and other administrative documents.
* Ensure timely renewal and proper filing of company-related documents.
* Support visa, work permit, immigration, labor, and other government-related processes in coordination with HR and management.
* Maintain records of government submissions, approvals, and correspondence.
1. E. Office & Facilities Management
* Oversee office facilities, maintenance, cleanliness, security, and general workplace requirements.
* Coordinate maintenance and repair of office equipment, furniture, utilities, and facilities.
* Liaise with landlords, facility management companies, contractors, and service providers.
* Ensure adequate office supplies and services are available.
* Monitor service contracts and administrative vendors.
* Support emergency preparedness and workplace-related administrative arrangements.
1. F. Procurement & Vendor Coordination
* Coordinate administrative procurement requirements in accordance with company procedures.
* Obtain quotations and coordinate with Procurement/Finance for purchasing requirements.
* Manage relationships with administrative service providers and vendors.
* Monitor vendor performance and service quality.
* Maintain records of contracts, quotations, purchase orders, and invoices related to administration.
1. G. Oil & Gas Operations Support
* Provide administrative support to project and field operations.
* Coordinate personnel mobilization requirements for offshore, onshore, site, or project assignments.
* Ensure required employee documentation is available before mobilization.
* Coordinate training, certification, medical, and other administrative requirements in collaboration with HR/HSE.
* Support accommodation, transportation, camp, and welfare arrangements for project personnel.
* Maintain accurate records of personnel deployed to various projects or sites.
* Coordinate with Operations and HSE teams to support site-specific administrative requirements.
1. H. HSE & Compliance Support
* Promote compliance with company policies and procedures.
* Support implementation of company HSE requirements within administrative activities.
* Ensure administrative activities comply with applicable legal and company requirements.
* Maintain relevant HSE and administrative records.
* Participate in internal audits and inspections when required.
* Support corrective and preventive actions related to administrative findings.
1. I. Management Support
* Provide administrative support to senior management.
* Prepare reports, presentations, correspondence, and meeting documentation.
* Coordinate management meetings and follow up on assigned administrative actions.
* Maintain confidentiality of sensitive business and personnel information.
* Assist management with special projects and other duties as assigned.
1. 3. Key Performance Indicators (KPIs)
* Timely completion of administrative activities.
* Accuracy and completeness of company and employee records.
* Timely renewal of licenses, permits, visas, and other required documents.
* Effective staff mobilization and demobilization coordination.
* Efficient management of travel, accommodation, and transportation.
* Administrative cost control and effective vendor management.
* Compliance with company policies and procedures.
* Internal and external audit performance.
* Employee and management satisfaction with administrative services.
* Timely resolution of administrative issues.
1. 4. Qualifications & Experience
2. Education:
* Bachelor’s degree in Business Administration, Management, Human Resources, or a related field.
* Professional certification in Administration, HR, or Facilities Management is an advantage.
1. Experience:
* Minimum 5–8 years of relevant administrative experience, preferably within the Oil & Gas, Energy, Engineering, Construction, or Industrial sector.
* Previous experience in a supervisory or managerial administration role.
* Experience supporting field/project operations and manpower mobilization is preferred.
* Experience dealing with government authorities, vendors, contractors, and service providers is an advantage.
1. 5. Required Skills
* Strong administrative and organizational skills.
* Excellent communication and interpersonal skills.
* Strong planning and coordination abilities.
* Good knowledge of MS Office, particularly Excel, Word, and PowerPoint.
* Strong document-control and record-management skills.
* Ability to manage multiple priorities and deadlines.
* Good problem-solving and decision-making skills.
* Strong attention to detail and accuracy.
* Ability to work effectively with multicultural and multidisciplinary teams.
* Good knowledge of confidentiality and professional business practices.
* Ability to work under pressure and in a fast-paced operational environment.
1. 6. Preferred Industry Knowledge
2. Knowledge of the following is desirable:
* Oil & Gas operations and project environments.
* Onshore/offshore manpower requirements.
* Employee mobilization and demobilization procedures.
* HSE and site access requirements.
* Visa, work permit, and immigration procedures.
* Camp/accommodation and transportation coordination.
* Contractor and vendor management.
* ISO management systems and audit requirements.
* Local labor and administrative regulations.
1. 7. Authority & Accountability
2. The Administration Manager is accountable for the efficient management of the company’s administrative activities and resources and has the authority to coordinate with internal departments, contractors, vendors, and external service providers within the limits of company policies and delegated authority.
3. The position is responsible for ensuring that administrative services are delivered efficiently, accurately, cost-effectively, and in accordance with company requirements.
4. 8. Working Conditions
5. The position is primarily office-based but may require visits to project sites, operational locations, accommodation facilities, or other company locations.
6. The role may require flexibility outside normal working hours to support urgent operational requirements, employee mobilization, travel arrangements, or critical administrative matters.
7. 9. Core Competencies
* Leadership & Team Management
* Planning & Organization
* Communication
* Problem Solving
* Decision Making
* Attention to Detail
* Confidentiality & Integrity
* Customer/Employee Service
* Compliance Awareness
* Time Management
* Vendor Management
* Operational Coordination
1. Note: This job description is intended to describe the general nature and level of work performed by the position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications required.
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