Position: Executive Assistant: Information Systems
Reports to: Chief Information Officer
Department: Information System (IS)
Purpose:
- To provide competent executive assistance and administrative support to the Chief Information Officer, including IS project coordination and reporting, as well as other support and coordination services with the Chief Executive Officer (CEO) and other members of EXCO.
Key Performance Areas:
- Provide first-level IT-related technical support as well as administrative services to the information system department.
- Minutes taking, confidential records management, execution of procurement and inventory process.
- Manage the calendar of the chief Information officer and correspondence register
- Review IS projects ‘status and compile progress report summaries and dashboards, including challenges and risks, and report to the chief information officer and relevant IS Committees.
- Provide first line technical support and issues resolution on the use of standard IS equipment, facilities and end-user devices
- Ensure adequate and timely meeting logistics support and services, to enhance meeting’s efficiency
- Scrutinize IS budget, variance reports, review to ensure correctness, consolidate initial budget input and ensure correct capturing according to agreed deadlines.
- Serve as the central point of contact for all IS department correspondence
- Keep up to date with organizational and industry developments and trends and propose innovations accordingly
Job-related qualifications and experience:
- Degree in Business Information Systems/Office Management and Technology/Information Technology (IT) from a recognized institution (NQF level 7) 3 (three) years relevant experience, of which 2 (two) years as a Personal or Administrative Assistant at a senior level preferable within an Information Systems/Technology related environment
- 1(one) year working in an Information Systems/Technology related environment performing IT/IS helpdesk, IT/IS technical support, etc.
- Basic working knowledge of project management principles and process improvements or re-engineering.
- Intermediate to advanced level knowledge in using Microsoft Office packages, particularly Word, Excel, PowerPoint, Outlook, and Teams
Special Requirements/Licences
- Active A+ or Network + Certification or similar certification for non-IT/IS specific educational qualifications
- Cobit/ ITIL Foundation certificate, or information security-related certification will be an added advantage
The incumbent should have the following knowledge, skills, and Attributes:
- Knowledge of:
Administrative process, basic financial management, diary management, document design, events management and coordination, systems procedures, policies and functions, office equipment use, organizational culture and structure, telephone/switchboard system, project management, minutes taking, secretarial discipline, executive and stakeholders’ engagement, desktop publishing, corporate communications, ICT terms and concepts, ICT policies and frameworks.
- Skills
Analytical, communication, computer literacy, coordination, customer/user services, decision-making, excellent command of the official language, feedback, interpersonal, listening, organizing, planning, presentation, prioritizing, problem-solving, record-keeping, stress management, typing, and time management
- Attributes
Approachable, detail-oriented, calm disposition, confidentiality, customer service-oriented, friendly, diligent, emotional intelligence, flexibility, handling pressure, helpful, presentable, professional, team player, tactful, supportive, goal-directedness, proactive, reliable, self-control, and punctual.
GIPF is an equal opportunity employer and complies with the Affirmative Action Legislation.
Persons with disabilities and women meeting the above-mentioned requirements are encouraged to apply. GIPF offers a competitive Total Remuneration Package with a standard range of benefits in line with responsibilities, qualifications, and experience.
Interested applicants are encouraged to submit their written applications, detailed CVs, and certified copies of their educational qualifications via our online systems to:
Chief Human Capital Officer
P.O. Box 23500
Windhoek
Closing Date: 18 September 2026
Note: Only short-listed candidates will be contacted