Job Expired

DIRECTORATE PLANNING AND ADMINISTRATION
OFFICE OF THE DEPUTY EXECUTIVE DIRECTOR

1x Post Designation: Senior Private Secretary Grade 8
Duty Station: Head Office, Windhoek (Office of the Deputy Executive Director)

Job Summary

Type: full-time
Location: Windhoek
Category: Administration
Closing Date: 2026-08-31

Key Responsibilities

To Schedule meeting of the DED (Confidential)
To Manage the DED’s appointments and always inform or remind the DED on meetings and main concern.
Follow-up instructions given and be responsible of reminding the DED’s implementation of Official functions.
Prepare materials / inputs required for DED’s meetings (confidential).
Arrange/ order Office stationaries for DED’s Office.
Ensure that meeting facility and office is tidy at all times.
To make appointments, reservation and travelling arrangements.
Typing of manuscripts, the screening and channeling of telephone calls and visitors.
Updating of diaries and other sources of reference.
Performing of elementary secretarial work; the taking and relaying of messages.
Taking down of minutes at meetings where so required.
Serving of and arranging for provision of refreshments.
Making of photocopies and the collecting/delivering of documents.
Filing and safe keeping of all documents where so required.
Performing of any duties which may be assigned.

Requirements

An appropriate National Diploma or equivalent qualification on NQF Level 6 in Office Administration/ Management and Technology, Business and Information Administration, Business Administration/ Management or Secretarial Studies plus 3 years appropriate experience in office management or administration.
Preference will be given to applicants with an Excellent Computer Literate.

Salary

N$250,767 – 299,691

How to Apply

Phone: 061 206 3111

About the Company

The Directorate Planning and Administration, operating within Namibia's Ministry of Education, Arts and Culture, serves as a crucial administrative backbone for the sector. It is responsible for spearheading the Ministry's strategic planning processes, ensuring alignment with national development goals for education and cultural enrichment across the country. The Directorate also manages vital administrative support services, including human resources, logistics, and financial oversight for the Ministry's numerous departments and regional offices. Its functions are essential for the efficient delivery of educational programmes and cultural initiatives nationwide. This entity is key to fostering an organised and well-resourced environment for the advancement of learning and arts in Namibia.

Strategic planning and administrative support for Namibian education.

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Frequently Asked Questions

What qualifications and certifications are typically required for a Senior Private Secretary Grade 8 in Namibia?

A minimum of a National Diploma or Bachelor’s degree in Office Administration, Public Administration, or a related field from a Namibian-accredited institution (e.g., UNAM or NUST) is usually required. Relevant professional certifications such as those from the Institute of Commercial Management (ICM) or the Chartered Institute of Personnel and Development (CIPD) are highly regarded, and prior experience in government administration—especially within Namibian ministries or parastatals—is often essential.

What does a typical day look like for a Senior Private Secretary Grade 8 in the Directorate Planning and Administration?

Daily duties include managing high-level correspondence, coordinating meetings and travel for senior officials, preparing briefing notes and reports aligned with Namibian government reporting standards (e.g., MTEF and NDP frameworks), and maintaining confidential records in compliance with the Namibian Access to Information Act. You’ll also liaise with internal departments, line ministries, and external stakeholders—often using platforms like Microsoft 365 and government-specific systems such as the Integrated Financial Management System (IFMS).

How does Namibian work culture influence expectations for this role?

Respect for hierarchy, punctuality, and formal communication are strongly emphasised—addressing senior officials by title and surname is standard practice. Teamwork and consensus-building are valued, reflecting Namibia’s collective cultural norms, and sensitivity to regional languages and local customs (e.g., observance of public holidays like Independence Day and Heroes’ Day) is expected in scheduling and stakeholder engagement.

What career progression opportunities exist for someone in this role within the Namibian public sector?

Successful incumbents may progress to Grade 9 roles such as Principal Private Secretary or move laterally into planning, monitoring & evaluation, or human resources units within directorates. Further advancement often requires postgraduate study (e.g., a Master’s in Public Administration) and alignment with the Public Service Commission’s Career Development Framework, which supports internal promotions through performance appraisals and leadership training programmes.

What benefits are typically offered with this position in Namibian government service?

Standard benefits include 20–30 days of annual leave, full medical aid coverage under the Government Medical Aid Scheme (GMAS), and mandatory pension contributions via the Government Employees Pension Fund (GEPF). Additional allowances—such as housing, transport, or hardship allowances—may apply depending on the specific ministry and location, and maternity/paternity leave follows the Labour Act and Public Service Regulations.

How do I apply, and what do Namibian employers specifically look for in candidates for this role?

Applications must be submitted through the official Public Service Commission (PSC) portal or advertised vacancies on the Government Gazette and Ministry websites—CVs must include certified copies of qualifications and proof of Namibian citizenship. Employers prioritise proven experience in high-volume secretarial support within Namibian government structures, strong command of English and at least one local language, and demonstrated competence in protocol, record-keeping, and adherence to the Public Service Code of Conduct.

Government Office Administration Private Secretary Secretarial