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Purpose

The Operational Admin Clerk exists to provide administrative, clerical and organizational support to the Operations Manager and the department.

Qualifications & Experience

• Grade 12 (Senior Certificate).
• National Diploma (NQF 6) or Bachelor’s Degree (NQF 7) in one of the following fields: Business Administration, Retail Management, Supply Chain Management, Project Management, or Operations Management.
• 3–6 years’ experience in an operational, administrative, retail, or project coordination environment.

Advantageous

• Training or certification in one or more of the following:, Project Management, Stock Control / Inventory Management, or Store or Retail Operations.
• Valid driver’s licence.

Key Accountabilities

 Office & Operations Administration

• Manage the Operations Manager’s diary, correspondence, and administrative workload.
• Coordinate office administration requirements across stores and operations remotely.
• Prepare letters, presentations, reports, schedules, and meeting minutes.
• Arrange travel and accommodation for the Operations Manager
• Act as an extension of the Operations Manager by communicating instructions to store management.
• Maintain and update Operations databases, SOPs, flowcharts, and documentation.
• Administer SLAs for service providers (e.g. security, cleaning, facilities management).

Project & Facilities Administration

• Provide administrative support for operational projects such as store revamps and renovations.
• Source and manage quotations in compliance with procurement policies.
• Liaise with service providers to ensure accurate requisitions, quotes, and invoices.
• Maintain effective electronic and hard-copy filing systems.
• Support administration related to the facilities management SLA.

 Insurance & Risk Administration

• Coordinate documentation required for insurance claims.
• Maintain accurate records for all claims and related correspondence.
• Review invoices to identify potential insurance claims and maximise claim value.

Fresh Produce & Operational Coordination

• Coordinate documentation related to fresh produce supply across stores.
• Liaise with stores and suppliers to ensure weekly documentation is accurate and submitted.
• Conduct competitor pricing surveys (twice per month) and submit reports.

Meetings, Procurement & General Support

• Plan and coordinate store and national operational meetings.
• Provide procurement and vendor administration support when required (training provided).
• Assist during staff absences or operational crises.
• Attend meetings, training sessions, workshops, and seminars as required.
• Ensure confidentiality of company information and adherence to company policies.

Closing Date: 30 April 2026

 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.

    "This position is subject to a pre-employment screening and vetting process, and by applying for this position, applicants acknowledge that they are aware that the Company reserves the right to carry out screening and pre-employment vetting for all shortlisted applicants. Certificate of Conduct issued by the Namibian Police (not older than 6 months) may be required from all shortlisted applicants."

Requisition ID: 5632