Office Administrator & PA to Country Chair

About the role

As an Office Administrator and PA to the Country Chair, you will ensure the smooth and compliant operation of the Windhoek office. You will support the Country Chair, local team, joint‑venture partners, government processes and international visitors while handling key office administration, immigration, travel logistics and records management.

Key responsibilities

• Provide administrative, secretarial and coordination support to the Country Chair, local Shell team, JV and government‑related processes, and international visitors.
• Serve as Secretary to the PEL 39 Joint Venture, managing meetings, agendas, minutes, decisions and action tracking.
• Support immigration and visa processes for employees, rotators and visitors, coordinating with internal teams and external providers.
• Arrange in‑country travel logistics, including airport transfers, local transport and visitor communications.
• Coordinate stakeholder, partner and government engagements, preparing meeting materials and high‑quality minutes.
• Maintain office administration activities, ensuring safety, efficiency and compliance with Shell standards.
• Manage diary, meeting scheduling, document preparation and follow‑up for the Country Chair.
• Maintain accurate records and SharePoint‑based information management systems.
• Coordinate with suppliers and service providers, supporting contract administration and service delivery.
• Support HSSE and compliance processes, including visitor briefings and safe office practices.

Required profile

• Strong experience in office administration, executive assistance or similar coordination roles, preferably in a multinational or energy environment.
• Excellent organizational skills with the ability to manage competing priorities and follow through without close supervision.
• Professional written and verbal communication skills, including accurate minute‑taking for senior stakeholders.
• High level of discretion, integrity and confidentiality.
• Proactive, practical and service‑minded approach, able to work effectively in a small local team and with regional/global colleagues.

Required skills

• Microsoft Office suite
• SharePoint or similar collaboration platforms

What we offer

• Flexible working hours and possibility of remote/mobile work
• Competitive starting salary with annual performance‑related increase
• Paid parental leave for all parents
• Access to extensive training and development programmes
• Inclusive, values‑led culture encouraging diversity and personal growth