Administration Officer Job

olc energy services - windhoek, namibia

2 months ago


To perform all administrative and secretarial duties relating to OLC Energy Services and O&L Nexentury (Procurement, administration of Pool Cars and Office Administration including processing documentation, bookings, receiving guests and prioritizing telephone calls, stationery, and any incidental administration functions).


  • Diploma in Office Administration with 2-3 years Administration/ Secretarial experience.
  • Grade 12 with any relevant 3-4 years working experience would be an advantage.
  • Must have Procurement experience and have a good understanding of the Procure to pay process.
  • Knowledge of basic admin and accounting concepts and procedures.
  • Good understanding of general administration.
  • Basic computer literate (SAP, Windows, Excel, PowerPoint).
  • A Code BE valid drivers license.


Optimize procurement expenditure in line with Total Cost of Ownership (TCO)

  • Engage with and support operations to optimize TCO.
  • Process outstanding orders daily and expedite the processing of orders.
  • Negotiate favourable commercial terms and pricing with suppliers whilst maintaining fairness and integrity.
  • Complete and maintain purchase order and import documentation according to policies and procedures.
  • Prepare and submit required monthly/quarterly reports.
  • Provide support with management of material and vendor master data.
  • Ensure compliance and adhere to procurement and inventory policies and procedures by creating polices awareness to the end users.
  • Interact with all relevant internal & external customers to establish an efficient and cost-effective end to end procurement process.
  • Provide continues feedback to internal & external customers on outstanding orders and payments.

Creditor administrative

  • Provide input to Management Accounts on Creditors and GL accounts.
  • Complete a monthly creditors recon for every supplier, find discrepancies and follow up on outstanding items.
  • Receive invoices and match them with the orders by MIRO.
  • Follow up on variances between orders and invoices with the relevant suppliers and departments and resolve as necessary.
  • File all invoices and cheques according to an internal filling system procedure.

Creditor invoices and payments

  • Upload invoice information onto the system and do invoice verification.
  • Check that all the invoices are signed off or goods received on SAP by the relevant party.
  • Do correct payment to creditors timeously by settling discounts where applicable depending on cash flow and load payments on the online banking platform for release.
  • Communicate appropriately with suppliers on payments of goods and services as invoiced and supply them with payment advices.
  • Comply with the relevant Accounting policies and procedures when executing duties.

MTC Account of Energy

  • Manage applications for new contracts as well as migrations from and to the Opcos.
  • Manage contract renewals and terminations.
  • Manage invoice files and forward to payroll.
  • Manage credit loads for employees that ran out of credit.
  • Arrange to set up new devices for employees as required.

Pool Car

  • Manage pool car bookings accordingly and arrange pool car maintenance.
  • Coordinate billings to respective cost centres.

Handling of claims

  • Receive and report customer claims and complaints to SMA and provide feedback to clients.
  • Sending out information to clients on SMA stock products (Marketing).
  • Compile all customs documentations.

Switchboard answering services

  • Deals with all incoming calls in a professional manner and transfer calls to a designated extension.
  • Receive, collect, sort, distribute and prepare mail, messages, and courier deliveries daily.
  • Continuously keep the reception area tidy.
  • Any other duties as required.

O&L - a Great Place to Work.

Applicants meeting our requirements are invited to apply. O&L Group of Companies is an Equal Opportunity Employer.

Requisition ID: 3084

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