Administrative and Procurement Officer

VICTORIA JAKULA UUSIKU

Namibian Female +264-**-***-**** Driving License: Code B

Windhoek, Namibia **************@*****.***

PROFILE

Highly organized Administrative Professional with over 8 years of experience providing executive support, coordinating meetings, managing records, and ensuring efficient office operations. PROFESSIONAL EXPERIENCE (OVER 8 YEARS)

NAMIBIA NATURE FOUNDATION (NNF)

Administration and Procurement Officer, 08 September 2025- 08 June 2026 (10months)

• Screened telephone calls and visitors, directing them appropriately and ensuring a professional front-office environment.

• Managed the Project Coordinator’s diary, including meeting schedules, travel arrangements, and commitments.

• Ensured timely submission of monthly and quarterly reports by consortium members in line with requirements.

• Assisted in the quarterly stock-control and managed the asset register.

• Coordinated all internal and external meetings, workshops, and field activities, including liaising with attendees to confirm availability, preparing meeting materials, and ensuring seamless logistical arrangements for venues, travel, catering, and event support.

• Prepared and circulated meeting agendas, draft minutes, and final minutes promptly to all attendees, and follow up on action items.

• Maintained and organized electronic and physical records on SharePoint and filing systems for compliance and audit purposes.

• Coordinated procurement processes in line with donor and organisational policies, including preparing RFQs, sourcing quotations, evaluating supplier offers, and drafting procurement summaries.

• Contacted the Information Technology Office to report an Information-related issues.

• Performed any other administrative duties as assigned by management. MINISTRY OF HEALTH & SOCIAL SERVICES- DIRECTORATE OF SPECIAL PROGRAMS

Senior Office Administrator, 16 November 2020 – 30 June 2025 (4y,8m)

• Managed the office reception area by overseeing staff, handling daily visitor flow, and coordinating incoming and outgoing calls.

• Managed the Chief Medical Officers (CMOs) official dairy and maintained schedules.

• Provided clerical support to the Chief Medical Officer, including document filing, photocopying, and typing of correspondence and reports.

• Assisted in preparing and submitting annual & quarterly budgets for approval and maintain prudent budget controls.

• Assisted in drafting the annual work plan for Namibia Adolescent Treatment Supporters

(NATS) program.

• Organized and coordinated meetings, trainings, and events where the CMO was in attendance, including setting agendas, preparing meeting materials, taking minutes and ensure to follow-up on action items.

• Supported the coordination of prominent events of the HIV/STI division such as World AIDS Day.

• Coordinated biweekly subdivision meeting for the HIV/STI Sub-Division and took minutes.

• Dealt with the logistical arrangements such as coordinating travel arrangements (booking flights), accommodation and transportation for the CMO and ensuring processes S & T claims for the CMO and project staff.

• Filed relevant documents both electronic and hard copies, such as quarterly reports for the Namibia Adolescent Treatment Supporters (NATS) program, correspondences and Teen club quarterly data.

• Maintained accurate inventory records, including asset registers for office equipment and furniture, ensuring proper tracking and allocation.

• Managed communications with multilateral stakeholders and coordination of responses to queries.

NAM BUILD-UP ENGINEERING

Administrative Officer, 13 January 2014 – 30 December 2016 (3y)

• Performed reception duties, including screening calls and directing them to the appropriate office or department for further handling.

• Filed and maintained tender documents, ensuring accuracy, organization, and adherence to filing protocols.

• Organized meetings and documented minutes during meetings

• Handled travel and accommodation logistics, organizing bookings for transportation and lodging to ensure smooth and efficient travel experiences. EDUCATION

UNIVERSITY OF NAMIBIA (UNAM)

Bachelor of Public Management, 2014 – 2016

UNIVERSITY OF NAMIBIA (UNAM)

Diploma in Local Government studies, 2012 – 2013

SWAKOPMUND SECONDARY SCHOOL

Namibia Senior Secondary Certificate, 2006 – 2010

SYSTEMS SKILLS

Microsoft Word: Drafting and formatting reports, letters, meeting minutes, and official documents.

Microsoft Excel: Preparing budgets and tracking expenses.

Microsoft PowerPoint: Developing professional presentations for meetings, workshops, and stakeholder engagements.

Microsoft Outlook: Managing emails, scheduling meetings, coordinating calendars, and organizing communication efficiently.

REFERENCES

• Ms. Elizabeth Mabakeng

Project Coordinator Namibia Nature Foundation

Cellphone: +264-**-***-**** Email : *********@***.***.**

• Ms. Martha Daniels

Chief Administration Officer Ministry of Health & Social Services- Directorate of Special Programs

Cellphone: +264-**-***-**** Email : *****.*******@*****.***

• Mr. Shambi Njambali

Managing Director Nam Build-Up Engineering

Cellphone: +264-**-***-**** Email: *********************@*****.***

Contact this candidate