Administrator

The Site Administrator is responsible for providing administrative, inventory control, logistics coordination, invoicing, reporting, and operational support to the Site & Operations Manager. The incumbent ensures effective management of fuel and lubricant inventories, accurate transaction processing, customer service excellence, and compliance with company procedures and operational standards.

Key Responsibilities:
Stock Management and Inventory Control

• Daily fuel and lubricant stock reconciliations.
• Maintain quantity and quality controls on stock.
• Record all stock receipts, issues, transfers, returns and adjustments.
• Monitor stock levels and replenishment requirements.
• Manage critical spares inventory.
• Conduct stock counts and support audits.
• Investigate stock discrepancies and losses.

Operations Administration and Logistics Coordination

• Support daily operational activities and KPI monitoring.
• Ensure successful delivery execution against approved schedules.
• Ensure road tankers are cleared at loading points and at KCM entrance.
• Track delivery confirmations within required timelines.
• Reconcile trip reports and transporter losses within seven days.
• Support CAPEX project administration.
• Process requisitions timeously.

Financial Administration and Reporting

• Process customer invoices accurately.
• Minimize invoicing errors.
• Capture all manual transactions on the same day received.
• Support banking and petty cash administration.
• Control office consumables.
• Prepare operational and inventory reports.

Customer Service and Stakeholder Management

• Support customer service KPIs.
• Resolve customer issues including returns, invoicing errors, contamination, spillages and dry-outs.
• Maintain relationships with customers and contractors.

HSSE, Compliance and Governance

• Promote compliance with HSSE standards.
• Participate in audits and inspections.
• Maintain compliance documentation.
• Support incident investigations.

Requirements:

Qualifications:

• Diploma or Degree in Business Administration, Logistics, Supply Chain Management, Accounting, Operations Management or related discipline.

Experience:

• Minimum three years relevant experience.
• Experience in inventory control and stock management.
• ERP experience preferred.

Skills:

• Inventory management
• Financial administration
• Logistics coordination
• Reporting and analysis
• Microsoft Office and ERP systems
• Valid driver’s license

Competencies:

• Planning and Organizing
• Attention to Detail
• Customer Service Orientation
• Problem Solving
• Stakeholder Management
• Teamwork
• Time Management
• Results Orientation