Recruitment at Librod Energy Services Limited

Job Title: HR Administrator

Location: Port Harcourt, Rivers
Job Type: Full Time

Role Overview

• The HR Administrator is responsible for the proper maintenance of employee records, management of HR documentation (including employment records and onboarding guides), regular updating of internal databases, and effective document control in line with organizational standards.

Key Responsibilities
HR Administration:

• To maintain comprehensive, confidential personnel records on staff (both in hard copy and electronic form)
• Maintain staff records on the database and develop a personnel database along with systems and processes for analysing and reporting on HR matters.
• To support the implementation of HR systems or databases; to enter data and maintain these accordingly.

Recruitment, Selection and Induction:

• Support the end-to-end recruitment process including job postings, candidate sourcing, and application management.
• Coordinate interview schedules between candidates, hiring managers, and panel members.
• Generate interview reports and submit to HRM after every interview session.
• Manage candidate communications, ensuring timely updates on application status.
• Maintain recruitment records and applicant tracking system (ATS) data accurately.
• Assist with pre-employment checks (background verification, reference checks, medicals, etc.).
• Prepare and issue offer letters and employment contracts.

Onboarding Administration:

• Coordinate onboarding activities and induction programs for new hires.
• Prepare onboarding documentation, welcome packs, and ensure completion of all necessary HR forms.
• Liaise with IT, Admin, and other departments to arrange work tools, access cards, and system setup for new employees.
• Maintain and update onboarding checklists and ensure compliance with company policies.
• Support HR in delivering orientation sessions and ensuring new hires integrate smoothly.

General HR Support:

• Ensure compliance with recruitment and employment policies, procedures, and legal requirements.
• Maintain recruitment and onboarding metrics and provide periodic reports to HR leadership.
• Assist in developing and improving recruitment and onboarding processes.
• Support wider HR team with other administrative tasks as required.

Employee Separation Documentation:

• Ensure to collect Resignation letters from employee/HRM File exit interviews form
• Follow up on the clearance Process collect the company assets
• Reports and Analytics:

Create reports and presentations on HR metrics regularly, including employee retention and turnover rates.

Policy update/review:

• To be familiar with Librod HR policies.
• Keep company policies, internal procedures and other documents up to date
• Conducts reviews and coordinates documents across departments
• Revise General Office Policies

Manage the HR QMS:

• Develop and implement HR-specific quality management systems in accordance with ISO standards and organizational policies.
• Maintain and update QMS documentation, including policies, procedures, and work instructions related to HR processes.
• Conduct regular internal audits of HR processes to ensure compliance with QMS standards.
• Prepare for and support external audits related to HR functions.
• Identify non-conformances and collaborate with HR teams to develop and implement corrective actions.
• Monitor HR processes to ensure they meet established quality standards.
• Develop and implement quality control plans for HR processes.
• Maintain accurate and up-to-date records of HR quality management activities.
• Prepare and present reports on HR quality performance, audit findings, and improvement initiatives to HRM
• Ensure thorough documentation of all quality-related processes and activities within the HR department.
• Other tasks as may be assigned.

Education and Experience

• Bachelor’s Degree in Business Administration, Human Resources, Management, or a related discipline.
• Minimum of 5-7 years in an HR administrative/HR support role.
• Professional HR certification (CIPM, SHRM, HRCI, or equivalent) is a must knowledge of Nigerian labor laws and HR best practices.
• Hands-on experience in employee records management, recruitment coordination, and onboarding administration.
• Experience working in a structured, fast-paced organization.
• Prior exposure to the energy, oil & gas, engineering, or similar regulated sector is an advantage.

Skills and Competencies:

• High level of discretion and ability to handle confidential information.
• Excellent written and verbal communication skills.
• Good interpersonal skills and the ability to work with employees at all levels.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Document Control and Quality Management (ISO/QMS).

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should send their CV to: hr@librod.com using the Job Title as the subject of the mail.

Job Title: Front Desk Officer / Administrative Assistant

Location: Lagos
Job Type: Full Time

Role Overview

• The Front Desk Officer/Administrative Assistant will be responsible for the efficient running of reception operations.
• The candidate provides administrative and logistical support across the departments and coordinates the maintenance and supervision of company-owned and affiliated properties within Lagos.
• The officer also provides administrative support to the MD, coordinates with service providers, and upholds compliance with internal processes and service standards.

Responsibilities
Front Desk Operations:

• Reception Management, greet and welcome visitors in a professional and friendly manner.
• Ensure all visitors are recorded, and notify/confirm with the relevant department or executive before granting them access.
• Answer, screen, and forward incoming phone calls, taking messages when necessary.
• Provide basic and accurate information, in-person and via phone calls/emails to clients and visitors.
• Assist with various administrative tasks, including data entry, photocopying, filing, and managing office supplies.
• Manage and maintain the meeting room schedule, ensuring all bookings are logged and conflicts are resolved.
• Assist in planning and organizing company events and functions as directed.
• Provide administrative support to Librod’s sister companies and affiliated entities in Lagos as assigned.
• Ensure the front desk area is tidy and presentable, with all necessary materials (e.g., pens, forms, etc.) available.

Petty Cash Management:

• Process and manage petty cash transactions.
• Maintain accurate records and receipts for all petty cash expenses and regularly reconcile petty cash balances.

Courier/Mail Dispatch:

• Coordinate and manage courier services for dispatching and receiving documents and packages.
• Track to ensure timely delivery and receipt of courier items.
• Accurately document the receipt and dispatch of all documents and packages.

Stationery and Supplies Management:

• Order and distribute office stationaries, and supplies as needed.
• Monitor and accurately record inventory levels to avoid shortages.
• Conduct regular inventory audits to reconcile discrepancies.
• Source cost-effective supplies and manage budgets.

Hotel Reservations:

• Coordinate and manage hotel reservations for staff and guests.
• Ensure bookings are confirmed and communicated to relevant parties.

Vehicle and Logistics Planning:

• Assist in planning and coordinating logistics for company vehicles.
• Coordinate and oversee the pre-mobilization of company and vendor vehicles.
• Coordinate and facilitate the maintenance of the company fleet of vehicles, ensuring they are in optimal condition.
• Schedule regular maintenance and inspections to prevent breakdowns and ensure safety.
• Track and maintain accurate records of all maintenance and cost.

Procurement of Office Items:

• Handle the processing of requests and procurement of office items, ensuring timely and cost-effective procurement processes.
• Maintain and manage inventory records of office supplies and assets, ensuring adequate re-order and stock levels are maintained.
• Oversee and implement the numbering of all assets under the HR/Admin. purview, maintaining error-free records.

Utilities Management:

• Monitor and ensure prompt payment of utilities such as telephone, DSTV, electricity, etc.
• Liaise with utility service providers to address any issues and negotiate service agreement.

Office and Property Coordination:

• Oversee maintenance and repairs of office equipment, facilities, and official vehicles.
• Ensure timely renewal of vehicle documents and driver licences through registered vendors.
• Supervise the routine maintenance and servicing of office generators in collaboration with MIKANO.
• Ensure regular electricity purchase and DSTV subscription renewal for the office.
• Serve as a focal point for Security Guards, maintaining schedules, discipline, and performance tracking.
• Coordinate and supervise maintenance and upkeep of all Librod and affiliated company properties located in Lagos.
• Ensure effective service delivery and coordination of routine inspection of residences, guest houses, warehouses, or office spaces owned or leased by Librod and its Partner companies.
• Develop and implement a preventive maintenance schedule for all building systems (AC, generators, electrical, plumbing).
• Issue Job Completion Certificate to vendors who have completed their jobs successfully.Track job request progress, payment, and completion.

Staff Support:

• Provide uniforms and other working tools to staff as applicable, ensuring they have the necessary resources to perform their duties effectively.
• Process company phones and IDs for new staff, ensuring they are fully equipped from day one.

Travel and Accommodation:

• Verify travel itineraries and make recommendations on the most cost-effective flights and routes.
• Process invoices for tickets issued and ensure timely payment to travel agents.
• Coordinate and manage hotel reservations for staff and guests, ensuring comfortable and cost-effective accommodations.
• Ensure bookings are confirmed and communicated to relevant parties.

Managing Director, Administrative Support:
Compliance Responsibilities:

• Enforce front desk protocols and access control procedures in line with company policy.
• Maintain confidentiality and secure handling of documents in accordance with NDPR and Librod’s data protection standards.
• Ensure administrative, and facility-related activities comply with internal audit, procurement, and operational guidelines.
• Promote and enforce HSE standards in all office areas, including reception and common spaces.
• Maintain accurate logs for service coordination, vendor activities, utility payments, and facility repairs.
• Promptly report any security breaches, safety hazards, policy violations, or unethical behaviour to the appropriate supervisor.
• Conduct all duties with professionalism, discretion, and in alignment with Librod’s ethical and

QHSE (Quality, Health, Safety, and Environment):

• Adhere to all QHSE standards and guidelines to maintain a safe and healthy work environment.
• Participate in QHSE training sessions and stay updated on best practices for maintaining a safe workplace ensuring zero-incident and accident rate.
• Actively participate in Unsafe Act/Unsafe Condition (UAUC) reporting.
• Other tasks as may be assigned.

Qualifications
Education and Experience:

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Experience liaising with regulatory bodies will be an advantage.
• Minimum of 3-5 years of proven experience supporting C-level executives in a fast-paced, high-demand environment.
• Experience in the energy, oil and gas, or engineering sector is a plus.

Technical Expertise:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of project management tools – Slack, ClickUp, Zoho etc., and digital collaboration platforms – Teams, Zoom, etc.
• Travel management.

Skills and Competencies:

• Strong organizational and time management skills, with the ability to manage multiple priorities effectively.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proactive problem-solving skills with keen attention to detail.
• Strong interpersonal skills to engage with stakeholders at all levels.

Personal Attributes:

• Results-driven and proactive with a positive attitude.
• Adaptable, resilient, and able to work under pressure.
• Loyal, trustworthy, and able to maintain strict confidentiality.
• Collaborative, approachable, and a natural relationship builder.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should send their CV to: hr@librod.com using the Job Title as the subject of the mail.