Senior Administrative Assistant

Grade: S1

Windhoek

Minimum Experience: 3+ Years with Working experience in Office Administration or Secretarial

Minimum Qualification: Diploma: Post-matric Secretarial Diploma

Closing Date: 12 November 2026

• Working knowledge of MS Office.
• Advanced digital proficiency (the use of AI to enhance efficiency), including MS Office (Excel, Word and PowerPoint) and modern productivity tools.
• Knowledge of SAP financial systems and budget administration.
• Numerical and budgeting skills.
• Process management skills, with a strong ability to follow up and follow through.
• Time management skills.
• Written and verbal communication, professional engagement and interpersonal skills.
• Confidentiality and integrity.
• Meticulous, with strong attention to detail.

The principal accountabilities of this position are to:

• Provide ongoing office administrative support to department management, including proactive diary coordination with the Bank’s key dates and events, screening calls, preparing for meetings, managing correspondence and venues, and drafting general documents, presentations, and budgets as needed.
• Provide minute-taking and secretarial services for Financial Sector Stability Committee, Macroprudential Oversight Committee, Resolution Committee and departmental management during both technical and non-technical meetings using recordings or notes, ensuring accurate and confidential minutes are distributed within 7 working days.
• Arrange travel for Management and track all departmental training expenses according to approved budgets and allocations, ensuring ongoing compliance with required approvals.
• Efficiently manage contract administration and document management for the department through accurate record keeping, tracking contract expiry dates, processing payments, maintaining office asset and software records, and recording MOUs. Ensure effective use of the EDRMS, maintain the Bank's filing system, and utilize relevant BON intranet sites.
• Consistently manage departmental budgets using the SAP system, ensuring prompt processing of invoices, purchase orders, payments, petrol/business cards, and entertainment allowances. Maintain clear accountability for petty cash, track and report budget variances, and handle quotations to prevent losses and always ensure responsibility.
• Promote a PAPERLESS & GREEN work environment in the department by means of the relevant organizational policies and procedures of the Bank; ongoing reduction and use of photocopies; report immediately any unsafe or dirty environment to ensure always a clean and eco-friendly work environment in the department.
• Promote a POSITIVE IMAGE & CORPORATE BRAND of the Bank by means of be courteous behaviour, friendly welcoming of all visitors to the Bank and make them comfortable; ensure right protocol, and customer satisfaction
• Any other business as the need may be.