Office Manager

Position Overview:

Our client is seeking the services of an Office Manager who will be responsible for the smooth, efficient, and compliant operation of the office in Windhoek, Namibia. This role oversees all administrative, procurement, coordination, financial management, travel and logistics, IT and other support functions, ensuring that staff, management, and visitors receive professional and timely assistance. The Office Manager acts as the central point of contact for office operations, documentation, scheduling, and resource management and reports to the Country Manager.

Key Responsibilities:

• Manage the day-to-day office operations, ensuring a clean, organised, and functional working environment.
• Maintain the general office systems, including the filing structures, and document management protocols.
• Oversee the office supplies, stationery, equipment, and consumables, including stock control.
• Source, evaluate, and procure the required goods, services and consumables in line with company policies.
• Support staff in arranging staff travel, including flights, accommodation, transport, and itineraries.
• Assist with collections, deliveries as well as other occasional driving services.
• Draft correspondence, notes, memos and social media posts for distribution / review and comment by management.
• Coordinate all office maintenance, repairs with the relevant service providers.
• Schedule internal and external meetings and workshops, as requested by management.
• Prepare meeting agendas, circulate documentation, and coordinate meeting logistics.
• Attend meetings and record accurate, professional minutes.
• Liaise with counterpart in Milan, Italy to ensure that office administration and management is in line with company policies.
• Coordinate visitor logistics, including airport pickups, accommodation, and site access.
• Support management with administrative tasks, including scheduling of meetings and reporting.
• Maintain accurate records for procurement, HR support, travel, and office operations.
• Adhere to company policies, safety protocols, and regulatory requirements.

Qualifications:

• Diploma in office management or business administration

Work experience and Additional Qualifications

• 5+ years' experience in office administration and management.
• Excellent communications, interpersonal and relationship building skills.
• Strong organizational and administrative skills, working independently with attention to detail
• Service-oriented, while working proactively with a hands-on mentality and flexibility in terms of content and tasks
• Highly motivated, eager to learn and enjoy actively contributing to the office team
• Extremely versatile - someone who thrives on a wide variety of tasks and challenges
• Computer literacy - Ms Word, Ms PowerPoint, Ms Excel.
• Excellent minute-taking and good meeting coordination skills.
• Code B driver's license is a minimum requirement.
• Willingness to travel.

Closing Date: 09 October 2026