Administrative Assistant

The Namibia Tourism Board (NTB) was established by the Act of Parliament, Act 21 of 2000. Its main objectives are to market Namibia as a preferred destination and to regulate the tourism industry. 

NTB is an equal opportunity employer and invites competent and suitable qualified candidates to apply for the position of Administrative Assistant. 

Administrative Assistant

(Windhoek/Head Office)

Paterson Job Grade B Band

JOB SCOPE

To provide comprehensive administrative, secretarial, and confidential support services to department heads while ensuring operational efficiency and effective information management. Facilitate interdepartmental coordination, document management, and stakeholder communications to support strategic objectives while maintaining organizational standards and protocols. The Administrative Assistant provides efficient administrative and clerical support to ensure smooth and effective day-to-day operations within the department.  The role includes managing office tasks, coordinating schedules, maintaining records, and supporting staff with administrative functions in compliance with organisational policies and procedures.

Main responsibilities & performance areas 

Administration and Organisation Duties: Organises and maintains filing systems. Creates and administers mailing lists. Perform general office duties such as filing, data entry, photocopying, printing, and scanning documents. Maintain up-to-date and well-organised filing systems (physical and electronic). Order and manage office supplies and stationery stock. Processes mail including receiving, sorting, time stamping, logging, and distributes incoming and outgoing correspondence and packages. Copies, disseminates, and posts documents and information as appropriate. Responds to correspondence on the instruction of the relevant superior. Books, coordinates and verifies staff travel arrangements. Checks and processes expense claims for staff travel arrangements. Assists Heads of Department with administration duties as required 

Secretarial Duties: Maintains accurate and up-to-date offices files, records, and logs for assigned areas. Drafts, types, word processing, formats, edits, revises, and processes documents and forms. Maintains departmental personnel files as assigned. Prepares and typing personnel documents. Proofreads, verifies, and reviews materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures. Ensures materials, reports, and packets for signature are accurate and complete. Serves as secretary at meetings of board subcommittees as assigned. Arranges and coordinates meetings for board subcommittees and outside agencies. Assists in preparing and distributing agenda packets and correspondence. Attends meetings and takes, transcribes, and assures proper distribution of minutes and verbatim transcripts. Composes correspondence, reports and informational materials

Meeting and Diary Coordination: Schedule and coordinate internal and external meetings, appointments, and events. Prepare meeting packs, agendas, minutes, and follow-up action lists. Arrange travel and accommodation for departmental staff when required. Document and Correspondence Management. Draft and format correspondence such as letters, memos, emails, and reports. Receive, screen, and distribute incoming calls, mail, and emails. Ensure timely and professional communication within and outside the department.

Support to Managers and Teams: Provide administrative support to executives, managers, or project teams. Assist with the preparation of presentations, reports, spreadsheets, and other documents. Support procurement requests, requisition processing, and basic budget tracking. 

Data Management and Reporting: Capture and maintain data in systems/databases used by the department. Compile and submit routine reports and statistics as required. Ensure confidentiality and accuracy in handling sensitive information. 

Customer Service: Welcome and assist visitors and guests. Respond to general enquiries and redirect complex queries to the appropriate person. Support logistics and hospitality for stakeholder engagements, events, or workshops. Serves as the liaison between assigned office and the general public, and outside groups and agencies. Explains programs, policies, and activities related to specific program area of assignment. Receives and screens office and telephone callers. Schedules calendar appointments for relevant superiors. Responds to complaints and requests for information relating to assigned responsibilities. Refers callers and/or complaints to appropriate staff for further assistance and/or take or recommend action to resolve the complaint. Investigates and answers complaints 

Budgets: Assists in assembling and preparing the annual budget for an assigned area. Monitors expenditures against the budget. Prepares purchase requisitions and requests for payment

Key Qualifications and Experience Required:

Grade 12 (NQF level 4) or equivalent

Diploma or certificate in Office Administration, Business Management, or related field is an added advantage

Key Experience:

Minimum 2-3 years’ experience in a similar (clerical, administrative) or related role

Special Requirements:

• Strong organisational and time management skills
• Attention to detail and accuracy
• Verbal and written communication skills
• Professionalism and discretion
• Ability to work under pressure and manage multiple tasks
• Service-oriented and collaborative
• Confidentiality and integrity
• Computer literacy
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Application procedure:

Electronic applications accompanied by a comprehensive curriculum vitae (CV), together with certified copies of identity documents and qualifications, must be submitted via the MCI direct platform.  

https://jobs.mcidirecthire.com/AvailableVacancies?Text=namibia+tourism+board&Location=

No email applications will be accepted

Please note that only shortlisted candidates will be contacted. If no response is received within three (3) weeks of the closing date, applicants should consider their application as unsuccessful.

Enquiries:

Human Resources Department

Work: +264612906010

Email: hr@namibiatourism.com.na

Note: Only shortlisted candidates will be notified, and no documents will be returned.

CLOSING DATE: Wednesday, 4^th February 2026