Administration Assistant - Only For Locals

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,