Administration Assistant - Only For Locals
Location: Windhoek, Namibia
Industry: Energy / Oil & Gas
Language: English (fluent)
Eligibility:
Must have the legal right to live and work in Namibia. No relocation or work permit sponsorship available.
Keywords
Administration Assistant, Office Coordinator, Executive Assistant, Business Support, Office Administration, Diary Management, Travel Coordination, Logistics Support, Document Control, Records Management, Procurement Support, Finance Administration, Stakeholder Coordination, Reception Management, Office Operations, Microsoft Office, Outlook, Excel, Teams, Supplier Management, Compliance, HSE, Data Privacy, Confidential Information, Windhoek, Namibia, Energy Industry, Country Office Support.
About Airswift
Airswift is a global leader in workforce solutions and recruitment services for the energy, infrastructure, and industrial sectors. Operating in more than 60 countries, we connect exceptional talent with some of the world's most innovative companies.
We are currently supporting a major international energy company as they establish and grow their presence in Namibia. This is a unique opportunity to join a new country office at the beginning of its journey and play a vital role in supporting daily operations and business success.
The Role
Airswift is recruiting an Administration Assistant to join a growing country office in Windhoek, Namibia.
Reporting directly to the Deputy Country Manager, you will provide professional administrative, office management, travel coordination, and business support services to ensure smooth day-to-day operations. As one of the first points of contact for visitors, suppliers, partners, and stakeholders, you will represent the organisation with professionalism while helping maintain an efficient, organised, and welcoming office environment.
This role is ideal for an experienced administrator who enjoys working in a dynamic environment, supporting senior stakeholders, coordinating multiple priorities, and contributing to the success of a growing business.
Key Responsibilities
Office Administration & Coordination
- Manage the daily administration of the Windhoek office, including reception, visitor management, meeting room bookings, calendars, deliveries, and general office organisation.
- Coordinate diaries, meetings, video conferences, and communications across multiple time zones.
- Manage office supplies, stationery, equipment, and relationships with local suppliers.
- Welcome visitors, contractors, and partners and ensure appropriate office procedures are followed.
Travel & Logistics Support
- Arrange domestic and international business travel, including flights, accommodation, transfers, visas, and travel insurance.
- Coordinate logistics for meetings and business activities across Namibia.
- Prepare travel itineraries and provide support for last-minute travel changes.
- Act as a key contact point for visitors and travelling personnel.
Document Control & Records Management
- Maintain organised electronic filing systems and country office documentation.
- Support document version control, access management, and records administration.
- Prepare, scan, print, courier, and track official documentation as required.
- Maintain office registers, trackers, and action logs.
Finance & Procurement Support
- Raise purchase requests and goods receipts for office-related expenditures.
- Support expense reconciliation and administrative reporting activities.
- Assist with supplier onboarding and documentation management.
- Coordinate with finance teams to ensure timely processing of invoices and payments.
Stakeholder & Team Support
- Provide administrative support to the Country Manager and Deputy Country Manager.
- Coordinate meetings, briefing materials, travel arrangements, and correspondence.
- Assist in organising training sessions, team events, town halls, and community engagement activities.
- Support onboarding activities for new employees and contractors.
HSE, Compliance & Confidentiality
- Promote and support a strong safety culture within the office.
- Coordinate visitor inductions, emergency procedures, and office compliance activities.
- Handle confidential and sensitive information with discretion and professionalism.
- Ensure compliance with company policies, ethics standards, data privacy requirements, and local regulations.
Profile
Experience
- Minimum 5 years of experience in administration, office coordination, executive assistant, or business support roles.
- Previous experience supporting senior leaders or management teams.
- Strong background in diary management, meeting coordination, travel administration, and supplier liaison.
- Experience managing confidential information in a professional environment.
- Experience within the energy, oil & gas, mining, professional services, or multinational corporate sectors would be advantageous.
Technical Skills
- Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Experience using travel booking, expense management, or procurement systems is beneficial.
- Strong administrative, organisational, and recordkeeping skills.
- Comfortable learning new digital systems and tools.
Qualifications
- Namibian Senior Secondary Certificate (Grade 12) or equivalent.
- Diploma, certificate, or qualification in Office Administration, Business Administration, Secretarial Studies, or a related field is desirable.
Soft Skills
- Professional, approachable, and customer-focused.
- Excellent organisational and time-management skills.
- Strong communication skills in English.
- High level of integrity, discretion, and professionalism.
- Proactive, adaptable, and able to manage multiple priorities.
- Team-oriented with a strong sense of ownership and accountability.
Why Join?
- Be part of an exciting new chapter within a global energy organisation.
- Work in a collaborative, safety-led, and inclusive environment.
- Access learning and development opportunities to support your career growth.
- Receive a competitive salary and benefits package, including healthcare and insurance provisions.
- Contribute to building a successful country operation from the ground up.
Next Step
Airswift's recruitment team will support you throughout the hiring process and provide full details about the opportunity.
Even if your experience does not match every requirement, we encourage you to apply if you believe your background aligns with the role.
During the first stage of the recruitment process, we will discuss the position in detail and answer any questions you may have.