Administrative & Compliance Assistant

Omwandi is seeking an organised and detail-oriented Administrative & Compliance Assistant to provide administrative, clerical and compliance support to management and operational teams in Walvis Bay. Reporting to the Financial Manager, the position plays an important role in maintaining accurate company records, supporting document control, coordinating administrative activities and helping ensure compliance with Omwandi's ISO 9001 Quality Management System. KEY RESPONSIBILITIES • Manage document control activities by collecting, verifying, capturing and maintaining timesheets, purchase orders, supplier invoices and related records in SCORO. • Ensure administrative records are accurate, traceable and maintained in accordance with company procedures. • Order, issue and record company uniforms where applicable and maintain accurate issue registers. • Procure office supplies, staff refreshments and consumables in accordance with approved suppliers, budgets and company procedures. • Arrange meetings, prepare agendas, distribute documents, send reminders and record action items where required. • Provide ongoing administrative support to management and department heads to support efficient day-to-day operations. • Maintain employee files and records while ensuring confidentiality, accuracy and compliance with company and legal requirements. • Assist with filing, scanning, version control, archiving and other document-control activities. • Capture, upload and maintain Quality Management System records, including compliance records, audit reports, corrective-action logs and management-review inputs. • Set up schedules, reminders, meetings and task notifications on the QMS system to support company objectives, audits and corrective actions. • Assist management and employees with QMS awareness activities and administrative compliance requirements. • Ensure administrative records are controlled and retained in accordance with ISO 9001 requirements. • Identify administrative non-conformances, compliance gaps and record discrepancies and report them to management for corrective action. • Promote accuracy, confidentiality, organisation and continuous improvement throughout administrative processes. • Comply with company policies, procedures and applicable health, safety and quality requirements. • Represent Omwandi professionally and uphold company values in administrative interactions. MINIMUM REQUIREMENTS • Grade 12 / NSSC qualification. • Certificate or Diploma in Business Administration, Office Administration, Compliance, Management or a related field. • Previous experience in an administrative or compliance-related position, preferably 2–3 years. • Computer literacy, particularly Microsoft Word, Excel and Outlook. • Good written and verbal communication skills in English. • Strong administrative, organisational, record-keeping and document-control capabilities. • Ability to work accurately with confidential records and compliance documentation. ADVANTAGES • Additional training in ISO 9001 or Quality Management Systems would be advantageous. • Knowledge and experience with SCORO or similar ERP/project-management software would be advantageous. The Administrative & Compliance Assistant position is suited to a candidate who can combine office administration, records management, document control and compliance support in a structured operational environment. Accuracy, confidentiality, organisation and consistent record keeping are important to supporting Omwandi's management team and ISO 9001 quality processes.