Administrative Assistant (GL4) - Operations Support
Listing reference: capbw_002869
Listing status: Online
Apply by: 24 November 2025
Position summary
Industry: Banking
Job category: Banking, Finance, Insurance. Stockbroking
Location: Windhoek
Contract: Permanent
Remuneration: Market related
EE position: No
Introduction
PRIMARY PURPOSE OF THIS POSITION:
The Administration Assistant will be responsible for providing general day-to-day office administration and support to the Operations Support team, including Helpdesk and Properties in Possession in consistently delivering excellent service and timely SLA and invoice payments to clients and business partners.
Job description
KEY PERFORMANCE AREAS (KPAs)
1. ADMINISTRATION
• Creating Purchase Orders for Operations Support, Properties and Possession and Helpdesk as per approved quotations
• Payment of all monthly invoices as per tender or Service Level Agreements on Finance System (SAP)
• Maintaining of Operational Support Folders on a daily basis to ensure correctness of information
• Updating of monthly statistics from Operations Support Department (Helpdesk, CAB, Cash Centre, Properties in Possession)
• Controlling internal information received to conform to requirements
• Monthly petty cash control – Operations, Properties in Possession and Social Club
• Timeous Creating and submission of monthly Management reports to Management and Office of the COO (Departmental One Pagers , MANCO Report , ATM Solutions , IT SLA , ATM Rentals and ad hoc monthly reports)
• Manage service level agreement with contracted service providers to assist in the property management.
• Ensure effective and efficient management and administration of all PIP Title Deeds in compliance with the Bank’s policies and procedures.
• Ensure that effective fire insurance is in place with all PIP’s.
• Prepare and maintain all records, correspondence, and files on all properties in possession.
• Compile and prepare monthly reports on all PIPs for submission to Finance, monthly MANCO and EMT meetings.
• Responsible for ensuring that defective equipment i.e. computers, telephones, and any other equipment are reported after being observed. Ensure that items such as paper and toner are replaced on time and readily available for use.
• Payment of all monthly invoices as per tender or Service Level Agreements on Finance System (SAP)
• Maintaining of Operational Support Folders on a daily basis to ensure correctness of information
• Updating of monthly statistics from Operations Support Department (Helpdesk, CAB, Cash Centre, Properties in Possession)
• Controlling internal information received to conform to requirements
• Monthly petty cash control – Operations, Properties in Possession and Social Club
• Timeous Creating and submission of monthly Management reports to Management and Office of the COO (Departmental One Pagers , MANCO Report , ATM Solutions , IT SLA , ATM Rentals and ad hoc monthly reports)
• Manage service level agreement with contracted service providers to assist in the property management.
• Ensure effective and efficient management and administration of all PIP Title Deeds in compliance with the Bank’s policies and procedures.
• Ensure that effective fire insurance is in place with all PIP’s.
• Prepare and maintain all records, correspondence, and files on all properties in possession.
• Compile and prepare monthly reports on all PIPs for submission to Finance, monthly MANCO and EMT meetings.
• Responsible for ensuring that defective equipment i.e. computers, telephones, and any other equipment are reported after being observed. Ensure that items such as paper and toner are replaced on time and readily available for use.
2. Stationery and Promotional Items Control
• Responsible for ensuring that the ordering of stationery and promotional items, stock control and distribution of items conform to prescriptions to ensure that the department has sufficient stationery and promotional items at their disposal.
3. Properties in Possession ( Ad hoc)
• Timeous arranging of payment of all invoices related to the maintenance of the properties, payments of all outstanding Body Corporate levies and outstanding municipality service fees, i.e., rates and taxes, water & electricity on SAP
• Establish rental / lease agreements with tenants and collect monthly rental payments per property.
• Establish rental / lease agreements with tenants and collect monthly rental payments per property.
4. Access Control ( Ad Hoc)
• Relieve the Access Control Administrative Officer with issuing of access cards, managing CCTV and all other general administrative tasks relating to access control
5. Document Storage and Archiving
• Ensure that the procedures for the archiving, maintenance and distribution of all old record storage are followed by all relevant areas in the bank.
• Assist and monitor all branches/business units regularly and properly archiving of all old records action.
• Coordinate the document destruction process.
• Need to liaise with all branches/business units and document archiving service provider to maintain a high standard of archiving process within the Bank.
• Updating of monthly Document Storage statistical data and administrative functions.
• Verifying and submission of monthly document archiving invoices.
• Ensure proper record keeping of all documents archived by branches and departments
• Assist and monitor all branches/business units regularly and properly archiving of all old records action.
• Coordinate the document destruction process.
• Need to liaise with all branches/business units and document archiving service provider to maintain a high standard of archiving process within the Bank.
• Updating of monthly Document Storage statistical data and administrative functions.
• Verifying and submission of monthly document archiving invoices.
• Ensure proper record keeping of all documents archived by branches and departments
.
6. SLA Supervision
6. SLA Supervision
• Ensure that all buildings, agencies are maintained as per the Cleaning Service Level Agreement
• Resolve internal complaints as per SLA.
• Arrange and administer monthly SLA meetings with Cleaning Company
• Resolve internal complaints as per SLA.
• Arrange and administer monthly SLA meetings with Cleaning Company
7. Customer Focus
• Ensure that clients and stakeholders are assisted in a professional manner and provided with accurate information regarding their queries.
• Ensure that dealers/suppliers/stakeholders are handled in a professional manner to ensure a relationship is maintained with such dealer/supplier.
• Ensure that dealers/suppliers/stakeholders are handled in a professional manner to ensure a relationship is maintained with such dealer/supplier.
Minimum requirements
Qualifications
• Grade 12
Experience
• Minimum of 2 – 3 years’ experience in the financial industry, property management or conveyancing processes.
• Requirement to have Excel , Word and Powerpoint skills
• Good organizational, analysis and problem-solving skills
• Ability to thrive in a fast-paced, complex and dynamic environment
• Ability to pay attention to details
• Effective written and oral communication skills as well as strong interpersonal skills
• Knowledge of banking systems
