Administration Assistant

Job title: Administration Assistant
Work location:  Windhoek, Namibia
Contract: 12 month renewable contract

Key Responsibilities

• Manage the daily administration of the Windhoek office, including reception, visitor management, meeting room bookings, calendars, deliveries and general office upkeep.
• Ensure office supplies, equipment and consumables are maintained and replenished through approved local suppliers.
• Coordinate diaries, meetings, conference calls and virtual meetings across multiple time zones for the Country Manager and wider team.
• Welcome visitors, contractors and partners professionally, ensuring all sign-in, induction and access requirements are completed.
• Arrange domestic and international business travel, including flights, accommodation, visas, transfers and travel insurance in accordance with company policies.
• Coordinate local logistics, meeting venues and accommodation arrangements across Namibia, including Windhoek, Walvis Bay and other locations as required.
• Prepare detailed travel itineraries and provide support for last-minute schedule changes.
• Maintain organised electronic filing systems for contracts, correspondence, governance documents, meeting records and other business-critical information.
• Support document control processes, including version management, access controls and record retention requirements.
• Manage the printing, scanning, couriering and tracking of physical documents, including regulatory and partner submissions.
• Maintain trackers and registers for contracts, visitors, actions and key business deliverables.
• Raise purchase requests and goods receipts, working closely with finance teams to ensure timely supplier payments.
• Support expense reconciliation, office cost tracking, supplier onboarding and monthly administrative reporting.
• Provide administrative support to the Country Manager and Deputy Country Manager, including diary management, correspondence, travel arrangements and briefing materials.
• Coordinate team events, town halls, training sessions and community engagement activities.
• Support onboarding activities for new employees, including coordination of laptops, workspace setup, access passes and welcome materials.
• Promote a strong culture of safety by supporting visitor inductions, contractor sign-ins, fire drills, emergency preparedness activities and business continuity planning.
• Maintain first-aid supplies, emergency contact information and office safety records.
• Handle confidential business and personal information with discretion and professionalism.
• Ensure compliance with company policies, regulatory requirements, data privacy standards and ethical business practices at all times.
• Build positive relationships with colleagues, suppliers, government stakeholders, partners and community representatives, acting as a reliable and approachable point of contact.

About You

• Previous experience in office administration, executive support, coordination or business support roles.
• Excellent organisational and time-management skills, with the ability to manage competing priorities.
• Strong communication and interpersonal skills, with a professional and customer-focused approach.
• High attention to detail and the ability to maintain accurate records and documentation.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Experience coordinating travel, events, meetings and stakeholder engagement activities.
• Ability to handle confidential information with integrity and professionalism.
• Self-motivated, adaptable and capable of working independently while supporting a collaborative team environment.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.