Emilia Barnabas
Namibia Institute of Pathology
Windhoek, Namibia
12
years of professional experience
Administrative and Operations professional with over 9 years of experience supporting senior executives within government and public enterprise environments. Skilled in office operations management, procurement coordination, records management, financial documentation control, and stakeholder engagement.
Experienced in supporting executive leadership, ensuring compliance, improving administrative processes, and coordinating cross-functional operations.
Holds a Postgraduate Diploma in Procurement Management, Bachelor of Business Administration Honours, and Bachelor of Office Management and Technology.
Work History
Executive Assistant
2 Years 8 Months- Provide executive-level operational and administrative support to senior management in alignment with corporate governance requirements.
- Coordinate and manage procurement request processes, ensuring compliance with internal procurement policies and procedures.
- Verify, capture, and process invoices, purchase orders, ensuring accuracy and timely financial processing.
- Maintain and strengthen digital records management systems, improving document retrieval efficiency and compliance tracking.
- Maintain databases of procurement and financial transactions for audit and reporting purposes.
- Prepare reports, presentations, and operational summaries to support decision-making processes.
- Liaise with internal departments and external stakeholders to improve workflow coordination and communication efficiency.
- Organized travel arrangements, streamlining logistics for domestic and international trips for executives.
- Manage confidential communications, correspondence, and executive scheduling with discretion and professionalism.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Contributed to company growth by actively participating in the development of strategic plans and initiatives.
- Management of Executive fuel report monthly to ensure adherence to budget.
- Screened personal and business calls and directed to appropriate party.
- Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
- Assisted in project management by tracking deliverables and maintaining timelines for strategic initiatives.
- Contributed to budget management by monitoring expenses and providing detailed expenditure reports regularly.
Senior Private Secretary
4 Years 5 Months- Monitored submission of APPs and supported compliance tracking across public sector institutions.
- Managed schedules and communications for senior officials, enhancing operational efficiency.
- Prepared progress reports, compliance summaries, and executive briefings for procurement oversight functions.
- Coordinated and facilitated stakeholder engagement workshops on amendments to the Public Procurement Act.
- Documented official proceedings and prepared formal minutes and reports for procurement governance forums.
- Developed and maintained filing systems for procurement documentation, improving accessibility and organization.
- Supported implementation and monitoring of the E-Government Procurement (E-GP) system across public entities.
- Assisted in managing system user access and permissions, ensuring proper governance controls.
- Served as liaison between public entities and executive office, ensuring effective communication flow.
- Increased efficiency in daily operations by maintaining an organized filing system for important documents and records.
- Improved turnaround times for action items by tracking assignments, monitoring progress, and providing timely reminders to involved parties.
- Facilitated smooth travel arrangements for the executive by coordinating itineraries, transportation, accommodations, and other logistical aspects.
- Streamlined communication for the executive by promptly responding to inquiries and directing requests to appropriate departments.
- Conducted research and prepared information briefs to support executive decision-making and policy development.
Private Secretary
3 Years 6 Months- Managed confidential administrative and labour relations documentation, ensuring secure records handling.
- Coordinated logistics for senior officials including travel, accommodation, and meeting arrangements.
- Maintained structured records management systems for reports, correspondence, and legal documentation.
- Screened and processed incoming correspondence, identifying key actions and routing to relevant departments.
- Prepared outgoing official correspondence ensuring compliance with government formatting standards.
- Oversaw budget management for departmental activities, ensuring adherence to financial regulations and guidelines.
- Provided full administrative support including minute taking, correspondence drafting, and stakeholder communication.
- Coordinated meetings, managed agendas, and ensured follow-up on action items.
- Maintained high levels of confidentiality and professional discretion in handling sensitive labour matters.
- Assisted in event planning for company functions, ensuring seamless coordination of logistics and successful execution of events.
Legal Clerk
5 Months- Managed case files and documentation, improving accessibility and retrieval efficiency for legal teams.
- Managed legal documentation, case files, and court records tracking systems (NAMCIS).
- Captured and updated case-related information in legal databases for accurate case tracking.
- Assisted with preparation of court documents, ensuring compliance with procedural requirements.
- Coordinated communication between court stakeholders and opposing parties.
- Assisted in processing court fines and maintaining accurate financial records.
- Ensured adherence to court rules, legal procedures, and ethical standards.
Administrative Assistant
1 Month- Provided front-office administrative and customer support services.
- Assisted with preparation and dispatch of study materials to students.
- Managed incoming and outgoing calls and general office correspondence.
- Performed clerical duties including filing, record keeping, and document handling.
Education
Honours - Bachelor of Business Administration Honours
Bachelor - Bachelor of Office Management And Technology
Diploma - Post -Graduate Diploma of Procurement Management
Diploma - Diploma of Office Management And Technology
High School Diploma
Skills
Office & Operations Coordination
Procurement Process Support
Supplier & Stakeholder Engagement
Records & Information Management Systems
Compliance & Policy Administration
Time Management & Prioritisation
Confidential Information Handling
Communication & Stakeholder Liaison
Financial Documentation & Invoice Processing
Time Management & Prioritisation
Timeline
Executive Assistant
Namibia Institute of Pathology
11.2023 - CurrentRead More
Senior Private Secretary
Ministry of Finance and Public Enterprises (Procurement Policy Unit)
05.2019 - 10.2023Read More
Private Secretary
Ministry of Labour, Industrial Relations and Employment Creation
10.2015 - 04.2019Read More
Legal Clerk
Ministry of Justice
04.2015 - 09.2015Read More
Administrative Assistant
Southern Business School
11.2014 - 12.2014Read More
Southern Business School
Honours from Bachelor of Business Administration Honours
Read More
Polytechnic of Namibia
Bachelor from Bachelor of Office Management And Technology
Read More
University of Science And Technology
Diploma from Post -Graduate Diploma of Procurement Management
Read More
Polytechnnic of Namibia
Diploma from Diploma of Office Management And Technology
Read More
Ruacana High School
High School Diploma
Read More
CERTIFICATIOS & PROFESSIONAL TRAINING
Certificate in Minute Taking & Report Writing
- Develop skills in professional meeting documentation, preparation of minutes, action tracking, and business report writing.
Certificate in Fire Fighting & Fire Safety
- Training in workplace fire prevention, emergency response procedures, and occupational health and safety awareness
Certificate of Participation – Dispute Board & Avoidance
- Exposure to dispute resolution processes, communication, and professional conflict management.
REFERENCES
Scholastika Mwetulundila, Chief Financial Officer, Namibia Institute of Pathology
Scholastika. Mwetulundila@nip.com.na, 0811402202
Jafet Nelongo, Director, Ministry of Finance
Jafet.Nelongo@mfpe.gov.na, 0812861242
Festus Negumbo, Deputy Director, Ministry of Finance
Festus.Negumbo@mfpe.gov.na, 0812214434
Mrs. Vicki ya Toivo, Special Advisor to the Minister, Ministry of Labour, Industrial Relations and Employment Creation
veyatoivo@gmail.com, 0811244046