Office Administrator
Listing reference: capbw_003275
Listing status: Online
Apply by: 14 June 2026
Position summary
Industry: Banking
Job category: Banking, Finance, Insurance. Stockbroking
Location: Windhoek
Contract: Permanent
EE position: No
Introduction
Under the direction of the Manager: Learning Support and the Head: People Development the job holder administrates and co-ordinates all training activities accurately and timeously.
Job description
KPI OUTPUT
1. Administration
Plan monthly training programs for all training centres
Responsible to collate all documents and information of the learning and development department
Co-ordinate meetings, write minutes and circulate for approval
Ensure administration of all training effectiveness measurements is conducted and received for record keeping
Develop and maintain a filing system
Assist with administrative duties of facilitators and Learning support consultant
Co-ordinate all events/ceremonies
Assist with inventory administration or stock -taking
Create Purchase Requisitions on the SAP system
Compiling and capturing of NTA claims on a monthly basis
2. Data Base
Assist the Data Analyst with administrative and analytical duties
With the Data Analyst develops and maintains a data base for learning and development, ensure effective input and maintenance
Assist Data Analyst where needed with statistical analysis and reporting
Assist the Content Developer with co-ordinating a digital system for managing and co-ordinating learning content
Update Smart HR with training data on a monthly basis
3. Training Needs Assessment
Assists with the distribution of approved questionnaires and documentation for the manager to comprehensively analyse employee training needs
Assists with analysis of questionnaires
Assists with the dissemination and co-ordination of training evaluation (effectiveness) forms
4. Vetting Administration
Assist the Learning Support Consultant with the liaising of external training providers, arrange meetings or receive information for further evaluation
Assists with the after-training evaluation of trainers/facilitators and the actual training for record-keeping purposes
Arranges with external service provider the signing of the Service Level Agreement (SLA)
5. Study Scheme Management and Maintenance
Executes study assistance schemes standard in line with a HR strategy and policy standard
Assists with the administrative processes and co-ordination of forms for the study assistance programs and bursaries
Assist with liaising with employee or student
Assist with keeping employee files up-to-date
Creates and maintains students and employees personal files
6. Logistics
Assists the Manager: Learning Support and Learning Support Consultants to execute planning the approved annual training calendar
Assist in timeous arrangement of availability of trainees and trainers/facilitators to ensure attendance as scheduled
Assist in booking and confirming training logistics like venues, travelling and accommodation arrangements for trainees and facilitators in line with the relevant policies and procedures
Assist in co-ordinating and managing of virtual instructor-led, online and mobile training administration of mobile data claims
Provides administrative support to trainers/facilitators prior and during training (where applicable) so as to ensure the smooth running of training delivery
Assist in checking and preparing all training and development travelling and subsistence claim documents for processing
7. Stakeholder Engagement
On instruction of the manager get information from external institutions like qualification and training authorities, Universities, learning institutions and training service providers to exchange best practices
8. Self-Development
Keep abreast of company processes, legal requirements, operational changes, systems and procedures, methods that affect learning practices
Skills in:
• Excellent verbal and written communication skills
• Excellent analytical and administrative skills
• Time Management skills
• Meeting Deadlines
• Exceptional professional predisposition
• Good Communication and Networking skills
• Organisation and analysis of simple information and problems
• Developing and Co-ordinating effective training and development programs
• Developing positive working relationships
• Planning and organising work projects
• Excellent verbal and written communication skills
• Excellent analytical and administrative skills
• Time Management skills
• Meeting Deadlines
• Exceptional professional predisposition
• Good Communication and Networking skills
• Organisation and analysis of simple information and problems
• Developing and Co-ordinating effective training and development programs
• Developing positive working relationships
• Planning and organising work projects
Minimum requirements
Qualification and Experience:
• Grade 12 and a Certificate (Secretarial, Office Administration, PA)
• 3-5 years’ experience in a training and development or HR environment as an administrator
• A code BE (08) driver’s licence is a prerequisite for this role
Knowledge of:
• Administrative Processes and Systems
• Organisation and Prioritisation of Work
• Collating documents
• Project Management principles
• Organisation of workshops, training courses, meetings, graduation ceremonies
• Compilation of agendas and minutes
• Advanced knowledge of MS Office Products
• SAP System
• Grade 12 and a Certificate (Secretarial, Office Administration, PA)
• 3-5 years’ experience in a training and development or HR environment as an administrator
• A code BE (08) driver’s licence is a prerequisite for this role
Knowledge of:
• Administrative Processes and Systems
• Organisation and Prioritisation of Work
• Collating documents
• Project Management principles
• Organisation of workshops, training courses, meetings, graduation ceremonies
• Compilation of agendas and minutes
• Advanced knowledge of MS Office Products
• SAP System