Admin Officer

INDUSTRY: Consultancy Services

CONTRACT DETAILS: Permanent

POSITION LOCATION: Windhoek, Khomas, Namibia

POSITON NAME: Admin Officer

The admin officer will be the operational backbone of company, supporting projects and client delivery with flawless coordination, documentation, and systems hygiene. The role suits a high-energy, proactive self-starter with outstanding computer skills and strong learning agility.

Key responsibilities

• Manage executive/team calendars, schedule client meetings, workshops, and arrange travel.
• Prepare, format, and quality-check documents (letters, proposals, reports, and slide decks).
• Maintain organized digital filing (OneDrive/SharePoint); enforce naming and version control; manage permissions.
• Set up project folders, trackers, and templates; keep records audit-ready.
  Draft invoices/POs, capture expenses, reconcile basic budgets, and obtain vendor quotes.
• Inbox triage, meeting notes, action trackers; follow up to closure with clear SLAs.
  Maintain CRM/contact lists, log interactions, and support pipeline updates.
  Administer simple surveys/forms and export clean datasets.
• Support events/trainings (attendance, materials, certificates, room/Zoom/Teams setup).
• Coordinate basic HR admin (contracts, onboarding checklists, leave trackers).
• Liaise with suppliers (print, travel, office services) and handle office logistics.
  Uphold confidentiality, data-protection and information-security protocols (2FA, access control).
• Occasional local errands/collections using a company or personal vehicle (mileage
  reimbursed per policy; proof of insurance required).

Required skills & qualifications

Advanced Microsoft 365:
o Word (styles, section breaks, automatic TOC, track changes).
o PowerPoint (slide masters, layouts, brand consistency).
o Excel (XLOOKUP/INDEX-MATCH, SUMIFS/COUNTIFS, PivotTables, conditional
formatting, data validation, basic data cleanup).
o Outlook (rules, shared mailboxes) and Teams/SharePoint/OneDrive.

• PDF tools (merge, bookmark, create fillable forms).
• Fast learner with a bias to action picks up new tools/SOPs quickly; asks smart questions.
• Organisation & detail: impeccable file hygiene, version control, deadline discipline.
  Communication: clear, professional writing; friendly, courteous client etiquette.
• Numeracy: comfortable with basic budgets/spreadsheets.
• Integrity & discretion with sensitive information.
• Professional presence: reliable, punctual, and composed with clients and colleagues.
  Driver's license valid Code B (or equivalent) if local travel/errands are part of the role, clean driving record.

Education & experience

• Diploma or degree preferred; 13 years of admin/operations experience (strong interns/new grads with proof of skills considered). MOS/Microsoft certifications are a plus.

Only shortlisted candidates will be contacted.

Closing date: 03 November 2025