• Office Operations Coordinator Windhoek
  • BW Energy in Windhoek, , Namibia
  • jobs
  • 1 month ago

jobs description

Managing and optimizing practical issues. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive mindset to ensure the smooth functioning of various office activities. If you thrive in a dynamic environment and have a passion for enhancing operational efficiency, we encourage you to apply for this integral position.Responsibility and authority

Key Tasks And Responsibilities
• Office Logistics
• Manage office supplies, equipment, and facilities, ensuring adequate stock levels
• Work closely with vendors for office-related services and supplies Procurement - dealing with suppliers on obtaining quotes, handling vendor applications/opening of accounts, ensure payment of deposits & full payments
• Oversee delivery of services/products
• Obtaining correct information on procedures, advising and handling of business visas, work permits
• Travel arrangements/logistics; including flights, hotel bookings, travel insurance, car rental... transfers, other ground logistics, application for permits (Sperrgebiet), etc, negotiate special rates with suppliers
• Handling registration & payments for conferences/workshops
• Handling of petty cash, payments & forwarding monthly petty cash report
• Monthly credit card report for BWE card holders
• Dealing with media advertising ref tender invitations, press releases etc. & reviewing media with regards to BW Kudu & for industry related articles
• Small admin matters (arranging new PO Box etc) & ensure running of office (eg stationery, refreshments, oversee cleaning of offices, arrange printing of business cards, brochures & other printing, computer technicians, electricians, upkeep of office)
• Practical issues such as rental, furniture, signage, boardroom (equipment, blinds, etc)
• Assist with any other requests
• Meeting and Event Coordination
• Work with the PAOM to schedule and coordinate meetings, conferences, and events
• Ensure meeting rooms are set up with necessary resources and materials
• Collaborate with staff to facilitate successful events
• Administrative Support
• Provide administrative support as needed
• Facilitate communication regarding vendors and BWEnergy supply chain for streamlined operations
• Collaborate with team members to address operational needs and challenges
• Process Improvement
• Work with the GM and PAOM to identify opportunities for process improvements and implement streamlined supply chain workflows
• Work on initiatives to enhance overall efficiency and effectiveness
• ESIA - as a special assignment
• be an observer, and where relevant, participate in Kudu projects ESIA work

The role is based in Windhoek, Namibia and at times requires interface with the BWE teams in Houston and other offices globally.


Ethics and work regulations

The employees shall in all matters comply with applicable standards, rules and practices. The employee shall work and behave in compliance with the BW Energy code of conduct, values, ethics and company policies.


Qualification requirements
• Previous experience supporting senior executives is desirable
• Experience in office operations or a related role
• Relevant business administration or related field

Interpersonal Skills
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Ability to maintain confidentiality and handle sensitive information
• Ability to work independently and collaboratively within a team
• Detail-oriented with a focus on accuracy in tasks
• Professional demeanor with high level of discretion and integrity
• Flexibility to adapt to changing priorities and deadlines

• Proficient in MS Excel, Word, PowerPoint


Medical Aid
Windhoek Namibia


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