PRIVATE SECRETARY GRADE 8 – Electoral Commission Of Namibia (Ecn) 363 views

Key Responsibilities

• Handle general office administration, administrative duties, including scheduling meetings, appointments, and conference calls, in consultation with the Personal Assistant.
• Manage ALL incoming calls and personal correspondences, including emails, letters, and reports and drafting responses as instructed and directed by the PA and CERO and ensure all deadlines are met successfully.
• Prepare documents, reports, presentations, letters and submissions for the PA’s review.
• Manage the arrangements for all travel, itineraries, accommodation and provide essential files in consultation with the PA.
• Assist in preparing all management/Political Liaison and any other ad-hoc document packs.
• Ensure all logistics required for meetings and events are prepared well in advance.
• Act as a point of contact between the PA and internal/external stakeholders.
• Serve as a liaison, meeting and greeting visitors to the PA, and alert the PA when required.
• Relay messages, meeting minutes, and correspondence for the PA’s review, where required, for CERO’s consideration and approval.
• Handle all phone calls, emails, and inquiries, directing them to the PA and responding where appropriate.
• Maintain a high level of professionalism and confidentiality in all interactions.
• Assist in scheduling and organising meetings, ensuring all logistical needs are met.
• Provide administrative and secretarial support during meetings when required by the PA or CERO where necessary.
• Take minutes during departmental meetings and other when required and ensure timely distribution of minutes.
• Liaise effectively with all other Divisions within the Organisation as well as other internal and external bodies/divisions to ensure smooth operations.
• Arrange venues, catering services, and ensure all logistic arrangements for meetings and other high-level events or conferences.
• Coordinate travel arrangements for the office of the CEO, including flights, accommodations, and transport as directed by the PA.
• Manage detailed itineraries and all travel documents as will be directed by PA.
• Handle visa applications, bookings, and expense tracking related to travel.
• Ensure the CEO’s office functions efficiently by managing office supplies, IT requests, and operational needs.
• Handle facility and maintenance requests, escalating issues as appropriate.
• Monitor task deadlines, reminders, and follow-ups to enhance productivity as directed by PA.
• Develop an efficient filing system designed by the CERO and PA.

Requirements

• A National Diploma in Office Administration/Public Administration/Management, Office Management/Secretarial Studies or equivalent qualification.
• 5 years’ appropriate experience in an Administrative, Executive Assistant or Secretarial role of which three (3) years must be at the level of Private Secretary in the Public Service.
• Firm commitment to the principles of integrity, independence, impartiality, fairness, political neutrality, professionalism and respect.
• Proven track record of working as an executive assistant/private secretary in a highly sensitive and busy environment serves as added advantage.
• Strong organizational and time-management skills.
• Ability to prioritize tasks and manage multiple efficiently.
• Strong interpersonal and relationship-building skills.
• Excellent verbal and written communication skills.
• Ability to maintain good level of maturity, sensitive information integrity and confidentiality.
• Excellent knowledge of office administration duties.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to detail, accuracy, and diligence.
• Good interpersonal skills.
• Ability to work with others and under extreme pressure.
• Ability to work in a multi-disciplinary environment and to liaise with ease at all levels.
• Comprehensive curriculum vitae.
• Certified copies of academic qualifications.
• Namibian Identity Document.
• Reference and testimonials.
• Not actively engaged in active in politics or has a high profile in a political party (implied by context for public service neutrality).
• Ability to work longer hours and under pressure.
• Good communication and ethical.
• Foreign qualifications must be evaluated by the Namibia Qualification Authority (NQA) and proof of evaluation of qualifications should be attached.
• Successful candidates for promotional positions must have completed their probation successfully and proof of probation confirmation should be attached.

Salary

N$238,825 – N$285,420 per annum (plus N$15,600 Housing Allowance, N$10,512 Transport Allowance per annum)

How to Apply

An application (on form 156043 obtained at all Government offices) together with a comprehensive curriculum vitae and certified copies of educational qualification must be addressed to: The Chief Electoral and Referenda Officer, Private Bag 13352, Windhoek, or hand delivery at ECN Headquarters, 67-61 Van Rhijn Street, Windhoek, Namibia. Closing Date: 23 January 2026 before 17h00. Enquiries: Elizabeth Shilimela at 061376281 or Mr. Chelien Katjuanjo at 0811650298.