SENIOR ADMINISTRATOR, IT

JOB PURPOSE

As the Senior IT Administrator at Vantris Energy, you will provide comprehensive administrative support to the department, ensuring smooth day-to-day operations. This includes managing communications, scheduling, travel arrangements, procurement documentation, and maintaining accurate records to support compliance and efficiency

KEY ACCOUNTABILITIES

Department Communications - assist in sending periodic communications to the Staff on HR and department/HOD related matters.   

Standard Administrative duties - organize meetings and appointments, prepare and distribute meeting minutes, prompt HOD and other managers on outstanding tasks and submission of monthly reports for consolidation and compilation.  This includes office maintenance, etc.

Establish, develop, maintain and update filing system for the department.

Correspondence: handle correspondence of routine nature and those not requiring personal attention of the managers.

Interface with other departments and outside agencies.

Manage travelling documentation, booking of flights, car rental and accommodation for department staff.

Manage training arrangements for staff and maintain staff training record.

Organize refreshments for training and departmental lunches.

Assist in budget preparation and monitor department budget.

Manage renewal process for maintenance and licenses.

Manage staff leave record, including Replacement and Offshore Leave.

Verify, submit and maintain record of staff expense.

Execute purchase process

Manage invoice verification process

Handle confidential and sensitive information with tact and diplomacy.

Maintain filing systems (digital and physical), update records, and handle confidential information with discretion

Ensure adherence to company policies and assist in audit preparation when required

QUALIFICATIONS / CERTIFICATIONS

Bachelor's Degree / Diploma Certificate in Business Administration or equivalent

RELEVANT EXPERIENCE

Minimum 3–5 years in administrative or secretarial roles supporting senior management.

Experience in coordinating travel, procurement, budgeting and departmental operations.

SKILLS

Excellent organisational and time-management skills.

Strong communication skills (written and verbal).

Proficiency in MS 365 suites and familiarity with procurement systems (SAP/ORACLE/TUNGSTEN).

Ability to handle sensitive information with tact and diplomacy.

COMPETENCIES