Administration Assistant – Manica Group Namibia (Orca Marine)
Location: Walvis Bay, Namibia
Job Type: Permanent
Closing Date: 14 May 2026
Overview
An exciting opportunity is available for an Administration Assistant within Orca Marine, a division of Manica Group Namibia. This role is ideal for individuals who are organised, detail-oriented, and interested in working within the logistics and marine operations environment.
The position focuses on providing both administrative and financial support to ensure smooth daily operations. You will play a critical role in maintaining accurate records, supporting invoicing processes, and ensuring that operational and financial data is properly captured and managed.
This is a great opportunity for someone at entry level who already has some administrative experience and wants to grow within a structured and professional organisation.
Purpose of the Role
The primary purpose of this role is to support marine and transport operations by handling administrative tasks and assisting with financial processes. This includes maintaining accurate documentation, processing service records, and ensuring that all operational activities are properly recorded and invoiced.
The role requires a strong focus on accuracy, accountability, and the ability to manage multiple tasks within deadlines, especially during busy operational periods and month-end cycles.
Key Responsibilities
In this role, you will be responsible for a wide range of administrative and financial duties, including:
Operational Administration:
- Record daily marine service activities such as trips, vessels, and service times
- Process trip sheets and verify supporting documentation before invoicing
- Maintain well-organised filing systems for easy access to records
- Ensure all operational data is captured accurately and on time
Financial Administration:
- Maintain audit trails for invoices, credit notes, debit notes, and supplier documents
- Assist with invoicing processes and ensure accuracy of billing information
- Prepare monthly revenue reports and supporting schedules
- Reconcile accounts and resolve discrepancies by liaising with relevant stakeholders
- Manage petty cash and ensure proper documentation and reconciliation
System & Data Management:
- Capture and maintain customer, vendor, and service/job data in systems like Acumatica
- Monitor data quality, identify errors, and correct inaccuracies promptly
- Escalate recurring system or data issues to management
Customer & Stakeholder Support:
- Provide professional support to customers, suppliers, and internal teams
- Track and follow up on queries to ensure timely resolution
- Assist with credit applications by coordinating documentation and follow-ups
General Office Support:
- Build positive working relationships within the team
- Ensure confidentiality when handling financial and customer information
- Plan and prioritise workload to meet deadlines
- Identify and report risks, errors, or operational bottlenecks early
Minimum Requirements
To be considered for this position, candidates must meet the following criteria:
- NQF Level 3 (NSSCO) or NQF Level 4 (NSSCAS)
- Minimum of 3 years’ experience in an administrative support role
- Exposure to financial administration such as invoicing, purchase orders, and reconciliations
- Proficiency in Microsoft Office (Excel, Word, Outlook)
Advantageous Qualifications & Experience:
- Diploma in Business Administration, Accounting, Bookkeeping, Logistics, or related field
- Experience in logistics, transport, marine, or service-based industries
- Experience using Acumatica or similar ERP/accounting systems
Key Skills and Competencies
To succeed in this role, you should demonstrate:
- Strong attention to detail and high level of accuracy
- Good organisational and time management skills
- Ability to handle multiple tasks and meet deadlines
- Strong communication and interpersonal skills
- Problem-solving ability and initiative
- Professionalism and integrity when handling sensitive information
- Ability to work both independently and as part of a team
Work Environment & Expectations
This role operates within a fast-paced logistics and marine services environment where accuracy and efficiency are critical. You will be expected to manage daily administrative workloads while ensuring that all financial and operational records are maintained correctly.
During peak periods and month-end, workload may increase, requiring strong planning and prioritisation skills.
Why You Should Apply
Working with Manica Group Namibia offers exposure to a dynamic logistics environment with opportunities to develop both administrative and financial skills. This role provides a solid foundation for career growth in areas such as:
- Logistics and operations administration
- Financial and accounting support
- Data management and reporting
- Supply chain coordination
Final Thoughts
This position is well suited for someone who enjoys structured work, handling data, and supporting operational processes behind the scenes. If you are detail-oriented, reliable, and looking to build a long-term career in administration within the logistics sector, this opportunity is worth considering.
