Personal Assistant to the CEO

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 Personal Assistant to the CEO.

 Personal Assistant to the CEO

Paterson Job Grade C2 (TCTC N$ 347 926) 

(Head Office, Windhoek)

JOB SCOPE

To render executive support and administrative assistance and liaison, including all its associated communications, day-to-day public relations requirements, and secretarial services to manage and uphold effective public image, both internally and externally, as first point of reference.

Main responsibilities & performance areas

Administration and organisation duties: Prepares confidential correspondence as required. Receives, prioritizes and files all incoming correspondence and undertakes to follow up as required or directed by the CEO or channels to the correct recipient. Provides prompt responses to urgent matters. Sets up and maintains an organized filing system for smooth data retrieval. Provides project co-ordination services for specific CEO monitored projects. Co-ordinates the activities such as minutes of various meetings, committees, etc. of all NTB Administrative Assistants. Heads the secretary’s forum. Draws on knowledge and experience to develop a logical approach to address problems and report back to the CEO. Attends to all other matters as instructed/delegated by the CEO. Ensures communication (including instructions and directives) flows from the CEO to executive management, follows up on feedback and implementation, and reports back to the CEO. Keeps minutes of meetings by the CEO and ensures timely recording of the minutes by other Administrative Assistants and Board Committees. Assists with procurement administration

Secretarial duties: Provides efficient executive support to the CEO including managing sensitive and confidential matters as required. Co-ordinates and manages the daily schedule of the CEO. Generates and types of correspondence, memoranda and reports. Facilitates and channels the flow of information to and from the CEO’s office to ensure effective communication with staff at Head Office, Foreign offices and duly appointed agents. Screens and attends to incoming and outgoing telephone calls and enquiries. Takes minutes at Exco meetings and staff meetings (as required) and ensures they are edited, approved and signed off. Collates presentations, reports and speeches for the Board and the CEO.

Board meeting packs and remuneration: Collates and checks board meeting packs. Ensures board meeting packs are signed off, delivered and filed. Assists external auditors as required. Prepares board remuneration payments

Travel arrangements and events organisation: Organizes, coordinates and manages traveling arrangements for the CEO and Board members (including S&T, accommodation, trip planning, schedules, agendas, prior information update required in preparation for the trip, etc.) Manages Air Namibia Rewards Programme or any other programme as directed. Organizes and prepares functions, events and meetings in collaboration with the Corporate Communications Officer taking priority measures into account

 Budgets: Assists in assembling and compiling the annual budget for the CEO’s office. Monitors expenditures against the budget. Prepares purchase requisitions and requests for payment

Key Qualifications and Experience Required:

Key Qualifications:

Business Administration Diploma (NQF level 6) or equivalent qualification

Key Experience:

5 years secretarial experience of at least 3 years should have been in a more senior secretarial role (e.g. secretary to a head of division/department)

Essential Requirements

Computer literacy

A minimum typing speed of 80-100 words per minute.

Special Requirements:

May be required to work overtime or extended hours

A full and current BE driver’s licence for a car.

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 & NIEIS platform.

 https://namibiatourism.mcidirecthire.com

 https://nieis.namibiaatwork.gov.na/

No email applications will be accepted.

Enquiries:

 Mr Johan Visagie

Work: +264612906026

Email: hr@namibiatourism.com.na

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

CLOSING DATE: Friday, 16 May 2025