Office Admin and PA to Country Chair

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What’s the role 

As an Office Administrator and PA to the Country Chair, you will play a central role in enabling the effective and compliant running of the Windhoek office. You will provide administrative, secretarial and coordination support to the Country Chair, the local team, JV and government related processes, and international visitors, while also managing key office administration activities, immigration and visa support, in-country travel logistics, supplier and service provider interfaces, SharePoint and records management, and support to HSSE and compliance related process.

What you’ll be doing 

You will provide administrative, logistical, and coordination support to the Country Chair, the local Shell team, business visitors, and key internal and external stakeholders, while helping ensure the smooth and efficient operation of the Windhoek office. The role requires strong attention to detail, professionalism, discretion, sound judgment, and excellent written communication skills, including the ability to produce accurate and timely meeting minutes. You will also be expected to effectively manage multiple priorities in a fast-paced and dynamic environment.

• Serve as Secretary to the PEL 39 Joint Venture, coordinating meetings, agendas, minutes, decisions, action tracking, and partner communications.
• Support immigration and visa-related processes for employees, rotators, and business visitors, including coordination with relevant internal teams and external service providers
• Arrange in-country travel logistics for visitors, including airport transfers, local transport requirements, visitor communications, and coordination with transport service providers. Support the coordination of stakeholders, partners, and government-related engagements, including preparation of meeting materials, high-quality minute taking, correspondence, action tracking, and the production of accurate, well-structured, and timely minutes that clearly capture key discussion points, decisions, owners, and follow-up actions.
• Coordinate office administration activities to ensure the Windhoek office operates safely, efficiently, and in line with Shell standards and ways of working.
• Provide professional administrative and secretarial support to the Country Chair, including diary coordination, meeting scheduling, document preparation, correspondence support, and follow-up tracking.
• Maintain accurate records, trackers, and SharePoint-based information management systems for office, travel, stakeholder, and document management purposes.
• Coordinate with suppliers and service providers, support contract administration activities, and monitor the delivery of office-related services.
• Support office HSSE and compliance-related processes, including visitor briefings, travel information, safe office practices, and records required for good governance.

What you bring  

• Strong experience in office administration, executive assistance, personal assistant or similar coordination roles, preferably in multinational, professional services, energy, resources or project-based environment.
• Excellent organizational skills, with the ability to manage competing priorities, maintain accurate records and follow through on actions without close supervision.
• Professional communication skills, both written and verbal, with proven ability to prepare clear correspondence and take accurate, concise and well-structured minutes for meetings involving senior stakeholders, visitors, service providers and government or external interfaces.
• High level of discretion, integrity and confidentiality, particularly when handling correspondence, visitor information, stakeholder matters and internal records.
• Good working knowledge of Microsoft Office tools, document management systems and SharePoint or similar collaboration platforms.
• Experience coordinating travel logistics, immigration or visa processes, supplier interfaces or office service providers would be highly advantageous.
• A proactive, practical and service-minded approach, with the ability to work effectively in a small local team while connecting with regional and global colleagues.

What we offer 

• Progress as a person as we work on the energy transition together. 
• Continuously grow the transferable skills you need to get ahead. 
• Work at the forefront of technology, trends, and practices. 
• Collaborate with experienced colleagues with unique expertise. 
• Achieve your balance in a values-led culture that encourages you to be the best version of yourself.  
• Benefit from flexible working hours, and the possibility of remote/mobile working. 
• Perform at your best with a competitive starting salary and annual performance related salary increase – our pay and benefits packages are considered to be among the best in the world. 
• Take advantage of paid parental leave, including for non-birthing parents. 
• Join an organization working to become one of the most diverse and inclusive in the world. We strongly encourage applicants of all genders, ages, ethnicities, cultures, abilities, sexual orientation, and life experiences to apply. 
• Grow as you progress through diverse career opportunities in national and international teams.
• Gain access to a wide range of training and development programmes.  

Shell Namibia Upstream B.V. with its purpose to power progress together, has been active in Namibia for twelve years, prospecting for oil and gas. Shell Namibia seeks to bring opportunities to the Namibian economy, and we prioritise local goods, skills and services. Our recruitment process aims to attract, select, and place the best talent on offer in Namibia. 

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