Zita Nghilengwa
Windhoek
Summary
Experienced Administrator with 10 years of secretarial and office administrative experience. Proven ability to efficiently manage departmental office procedures and inventory. Exceptionally organized with a high sense of discretion, confidentiality, teamwork, and excellent communication skills. Resourceful Administrative Assistant with background supporting General Managers, offering expertise in office operations, staff training and development, and project management. Strong organizational skills have resulted in improved efficiency and streamlined operations. Notable strengths include strategic planning, team leadership, and ability to effectively manage multiple tasks simultaneously. Previous roles have seen significant improvements in workflow processes and team productivity.
Overview
13
13
years of professional experience
Work History
Administrative Assistant to the General Manager: Agronomy & Horticulture Market Development
Namibian Agronomic Board (NAB)
07.2020 - Current
- Acts as the first point of contact to the office of the GM and in dealing with correspondence and phone calls
- Makes travel, accommodation and transport arrangements and other related bookings for the General Manager
- Rendering excellent administrative assistance to the General Manager and to the whole division
- Organizing departmental meetings and taking minutes in the meetings
- Organizes and arrange external meetings, events and coordinates all aspects of such meetings (conference facilities)
- Preparing and consolidating reports when necessary from the various sub-units
- Managing the General Manager’s diary and calendar
- Creating and maintaining an inclusive database and filing system for all records and documents in the office of the General Manager
- Liaises with internal and external stakeholders and the public regarding the General Manager’s office
- Implementing the Market Share Promotion Schemes for horticulture, by ensuring that all the horticulture monthly returns for the registered local traders are submitted well on time
- Capturing the Import and local purchases monetary value data on the MSP calculation excel spreadsheet monthly
- Receiving & capturing all the approved adhoc amnesty applications on the MSP calculation excel spreadsheet monthly
- Participating & organising of the annual National Agronomy and Horticulture Awards
- Participating & organising of the National Agronomy Committee and the National Horticulture Committee Quarterly meetings
Administrative Assistant to the Senior Manager: Standards and Trade
Agro-Marketing and Trade Agency (AMTA)
09.2016 - 06.2020
- Acts as the first point of contact to the office of the SM and in dealing with correspondence and phone calls
- Rendering excellent administrative support to the Senior Manager and to the whole Standards and Trade Division
- Handling of all incoming and outgoing calls for the Senior Manager Operations
- Making travel arrangements for the Senior Manager and the Sub-unit managers (where applicable), in terms of being proactive and coordinating the pre-planning of trips with various internal functions
- Screening/Receiving of messages and any other work related duties that will be assigned by the Supervisor
- Keep records of importers, exporters and in transit clients, agronomic and horticultural producers, facilities and farms (Recording the monthly returns clearly and accurately and ensuring that each Trader’s monthly returns together with the invoices are attached to each other and are filed accordingly)
- Managing the administration needs and other office related needs for the national borders
- Organising of meetings and sending out Invitations to stakeholders
- Drafting of agendas and minute taking for the Standards and Trade Division and the Sub-Division’s meetings
- Taking minutes during meetings of any sort (in-house or external)
Receptionist
Agro-Marketing and Trade Agency (AMTA)
12.2013 - 08.2016
- Company Overview: Ongwediva Fresh Produce Business Hub
- Receiving, meeting and greeting all visitors
- Answering telephone calls in a timely fashion & taking clear and detailed messages
- Overseeing the meeting room bookings
- Arranging catering for meetings and events
- Managing office supplies
- Liaising with suppliers such as IT and cleaning staff
- Assisting with any facility issues
- Being responsible for Health and Safety
- Organising meetings
- Ensuring new starters have building access
- Basic office administration
- Providing Filing, copy making and scanning services
- Distributing the post and organizing the couriers
- Ongwediva Fresh Produce Business Hub
Office Administrator
FNB Insurance Brokers
10.2012 - 03.2013
- Company Overview: (Oshakati)
- Sending and receiving correspondences
- Receiving and greeting walk in clients
- Attending to the switchboard and emails from the Insurance brokers
- Receiving and processing claims
- Amending and processing the insurance policies for the clients
- (Oshakati)
Secretary
SAGO Medical Centre
01.2012 - 09.2012
- Company Overview: (Oshakati)
- Editing and proofreading medical documents
- Conducted and Arranged the Doctor’s travelling arrangements
- Handled and processed the Medical Aid claims
- Receiving and greeting patients
- (Oshakati)
Education
Bachelor of Communication -
Namibia University of Science and Technology
09.2024
Diploma in Library and Information Science -
University of Namibia
04.2015
Grade 12 IGCSE -
Concordia College
01.2005
Skills
- Great Client Relation skills
- Office Administration
- Telephone etiquette
- Computer literate
- Ability to anticipate needs
- Great team player
- Great oral and written communication abilities
- Excellent organization skills
- Clerical Support
- Minute Taking
- Multi-Task Management
- Filing and data archiving
- Executive management support
- Computer Skills
- Mail Management
- Professional and polished presentation
- Tech-Savvy
- Schedule Management
- Internal Communications
- Professional Communication
- Strong interpersonal skills
- Quality Assurance
- Document Control
- Memo preparation
- Presentation Design
- Reception oversight
- Digital Archiving
- Appointment Scheduling
- Report Writing
- Mail handling
- Filing
- Scheduling
- Bookkeeping
- Research
- Travel Coordination
- Calendar Management
- Scheduling appointments
- Data Entry
- Microsoft Office expertise
- File Organization
- Document Preparation
- Travel Arrangements
- Meeting planning
Languages
- English
- Oshiwambo
- Afrikaans
- German
References
- Dr. Tarek Gouda, General Practitioner/Co-Owner, SAGO Medical Centre, +264 65 221616/4040, +264 81 244 693
- Ms. Helena Shigwedha, Office Administrator, FNB Insurance Broker, +264 81 402 3038
- Mr. Gilbert Mulonda, General Manager: Agronomy & Horticulture Market Development, +264 81 478 744, Gilbert.Mulonda@nab.com.na
- Dr. Fidelis Mwazi, Chief Executive Officer, Namibia Agronomic Board (NAB), +264 81 162 5991, Fidelis.Mwazi@nab.com.na
Timeline
Administrative Assistant to the General Manager: Agronomy & Horticulture Market Development
Namibian Agronomic Board (NAB)
07.2020 - Current
Administrative Assistant to the Senior Manager: Standards and Trade
Agro-Marketing and Trade Agency (AMTA)
09.2016 - 06.2020
Receptionist
Agro-Marketing and Trade Agency (AMTA)
12.2013 - 08.2016
Office Administrator
FNB Insurance Brokers
10.2012 - 03.2013
Secretary
SAGO Medical Centre
01.2012 - 09.2012
Bachelor of Communication -
Namibia University of Science and Technology
Diploma in Library and Information Science -
University of Namibia
Grade 12 IGCSE -
Concordia College
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