PRIVATE SECRETARY GRADE 8 – Chief Electoral And Referenda Officer 317 views

Key Responsibilities

• Provide general administrative duties, including scheduling meetings, appointments, and conference calls, in consultation with the Personal Assistant.
• Manage ALL incoming and outgoing correspondence, including emails, letters, and reports and drafting responses as instructed by the PA, and ensure ALL correspondence is filed appropriately.
• Prepare documents, reports, presentations, letters and submissions for the PA’s review.
• Manage confidential and sensitive information appropriately and maintain partial files in consultation with the PA.
• Assist in preparing all management/Political Liaison and any other ad-hoc document packs.
• Ensure documents prepared for meetings and events are prepared well in advance.
• Act as a point of contact between the PA and internal/external stakeholders.
• Professionally greet visitors and clients for the PA and, when required, for CERO’s office.
• Take calls, meeting minutes, and correspondence for the PA’s review, and when required, for CEO’s consideration and approval.
• Schedule phone calls, emails, and inquiries, relating 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.
• Prepare meeting agendas, presentations, and minutes for meetings called by the PA or CEO where necessary.
• Take minutes during departmental meetings and other when required and ensure timely distribution of minutes.
• Assist departments, as when needed by the CEO/PA, in coordinating various meetings between Divisions and Departments.
• Arrange venues, catering services, and ensure all logistic arrangements for meetings and other high-level events or travels are met.
• Arrange extensive arrangements for the office of the CEO, including flights, accommodations, and transport as directed by the PA.
• Prepare 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.
• Order office supplies and equipment, and arrange for necessary maintenance.
• Monitor task deadlines, reminders, and follow-ups to enhance productivity as directed by PA.
• Monitor all official tasks as assigned by the CEO and PA.

Requirements

• A relevant degree or diploma in Office Management, 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 Sector.
• Firm commitment to the principles of integrity, independence, impartiality, fairness, political neutrality, professionalism and respect.
• Proven competence working as an executive assistant/private secretary in a highly sensitive and busy environment serves as added advantage.
• Strong communication and time-management skills.
• Ability to prioritize tasks and manage time/work efficiently.
• Strong interpersonal and relationship-building skills.
• Strong organizational and planning skills, and ability.
• Ability to maintain good level of maturity, sensitive information integrity and confidentially.
• Excellent written and verbal communication skills.
• Strong organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to detail and accuracy with numbers.
• 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 the academic qualifications; Namibian Identify Document;
• Namibianisation certificate.
• Candidates who have actively participated in or have in politics or has a high profile in a political party;
• Able to work longer hours and under pressure; and
• Have a valid driver’s license (B).

Salary

N$382,604 Annual Salary (N$238,825 – N$285,420 Annual Allowance, N$14,500 per annum Housing Allowance, N$10,512 per annum Transport Allowance)

How to Apply

An application (on form 156043 obtained at all Government offices) together with a comprehensive curriculum vitae and certified copies of all qualifications 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 North. Foreign qualifications must be evaluated by the Namibia Qualification Authority (NQA) and proof of evaluation of qualifications should be attached. Serving staff members on promotional positions must have completed their probation successfully and proof of probation confirmation should be attached. Failure to complete all items in the application form for employment and not attaching the necessary documents will disqualify an applicant. Enquiries: Elizabeth Shilimela at 061376281 or Mr. Chelien Katjuanjo at 0811650298. Closing Date: 23 January 2026 before 17h00.