HR & Payroll Administrator / Assistant to the Managing Director
Africa Personnel Services (Pty) Ltd
About the role
Our Client seeking a highly organized, trustworthy, and versatile professional to manage our end-to-end human resources functions, monthly payroll processing, and provide dedicated executive support to the Managing Director. This dual role requires a candidate who excels at multitasking, maintains strict confidentiality, and ensures full legal compliance with Namibian labour laws. Key Responsibilities: 1. Executive Assistant Support to the MD • Managing the MD's daily calendar, scheduling meetings, and organizing travel arrangements. • Serving as the primary point of contact and gatekeeper for the MD's office. • Drafting corporate correspondence, emails, memos, and preparing meeting agendas/minutes. • Handling confidential corporate documents and sensitive business information with discretion. • Assisting the MD with ad-hoc projects, reports, and administrative tasks as needed. 2. Payroll Management & Statutory Compliance • Processing monthly payroll accurately and timeously for all permanent employees. • Calculating overtime, deductions, commissions, and leave payouts. • Preparing and submitting monthly statutory returns, including PAYE (Inland Revenue) and Social Security Commission (SSC) payments. • Generating annual tax certificates (ITW8) and handling Year-End payroll submissions. 3. Full HR Function Administration • Coordinating recruitment (drafting job ads, screening resumes, scheduling interviews). • Managing onboarding (drafting contracts, setting up personnel files) and offboarding processes. • Administering employee benefits (medical aid, pension fund updates) and tracking leave/absenteeism. • Ensuring all company policies and employment contracts strictly adhere to the Namibian Labour Act. • Advising the MD on internal disciplinary processes, warnings, and grievances. **Special Requirements:** • Education: A bachelor's degree or National Diploma in Human Resources Management, Business Administration, or a related field. • Experience: Minimum of 3–5 years of proven experience handling full-function HR/payroll within Namibia, combined with experience supporting senior executives or directors. • Software: High proficiency in Microsoft Office Suite (Word, Excel, Outlook) and local payroll software (e.g., Sage VIP, Sage Pastel Payroll, or SmartHR). • Legal Knowledge: In-depth, practical understanding of the Namibian Labour Act, Social Security regulations, and NamRA tax structures. • High level of integrity, loyalty, and strict confidentiality. • Exceptional organizational, time-management, and multitasking skills. • Strong numerical accuracy and attention to detail. • Professional verbal and written communication skills. **Company Contact:** Address: 61 Theo-Ben Gurirab Street, Klein Windhoek Windhoek, KH, Namibia Phone: +264 61 237 647 Website: http://www.aps.com.na
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