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Job Specification

Performs routine administrative duties such as drafting correspondences, scheduling appointments, organising and maintaining data, as well as assisting internal and external stakeholders

• Performing overall secretarial duties including personal assistance to Executives.
• General office administration including managing queries and performs delegated tasks.
• Maintaining confidentiality of information, general archiving, and document management.
• Maintaining office infrastructure.
• Reception duties for the area assigned.
• Ensuring effective and efficient meeting administration, taking of minutes, and managing matters arising after meetings.
• Effective management of calendars.
• Communicating with customers, business units, and vendors.
• Maintaining professional internal and external relationships at management level.
• Performing logistical arrangements for meetings and event functions, inclusive of venue bookings, travel arrangements, and similar tasks.

Responsibilities:

• Administration: Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
• Business Meetings/Events Arrangement: Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Correspondence: Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.
• Document Preparation: Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Work Scheduling and Allocation: Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Data Collection and Analysis: Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Insights and Reporting: Extract and combine data to generate standard reports.
• Budgeting: Monitor and analyze data using budgeting systems and protocols.
• Personal Capability Building: Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Operational Compliance: Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
• Procurement: Support others by carrying out simple procurement tasks. Involves following established procedures.

QUALIFICATIONS & EXPERIENCE

• Namibian citizen.
• Grade 12, with a minimum of 25 points.
• Office Administration Diploma or equivalent qualification shall be an advantage.
• 2 - 3 years relevant work experience.
• Computer literate and well versed in Microsoft suite.
• Strong knowledge and application of business administrative activities.
• Excellent organizational and administration skills, with attention to detail and customer service orientated.
• Flawless command of the English language with strong communication skills.
• Ability to work under pressure while maintaining high service levels.
• Assertive self-starter with a can-do attitude.
• A strong team player.

Competencies

• Directs Work
• Drives Results
• Ensures Accountability
• Manages Complexity
• Optimizes Work Processes
• Plans and Aligns
• Tech Savvy

The company ONLY accept applications vis their career portal. Interested candidates can apply via the link below:

Apply online via: Old Mutual Career Portal

Closing Date: 21 January 2025