Administration Supervisor M/F

	Administration Supervisor M/F

General informations

Africa Global Logistics Namibia offers of logistics solutions in all sectors of activities that govern economic life in this country. For 14 years, through our multimodal logistics solutions (clearing and forwarding, transport, warehousing, vessel agency & husbandry)) we have been modifying our know-how in the service of socio-economic development in “name of the country”. Thanks to the synergy of our means, we take an active part in major development projects in the African “region”. Thanks to investments in equipment and innovations, our teams are committed to offering tailor-made logistics solutions that meet the specific needs of our customers.

Job description

Mission Description                      

Job Purpose
To supervise and coordinate all administrative functions within the logistics operation, ensuring efficient documentation, reporting, communication, and compliance processes that support transport, warehousing, distribution, and customer service activities. The role ensures the accuracy, integrity, and control of operational information while providing administrative leadership and support to enhance operational efficiency and informed decision-making.
Key Responsibilities
Administration & Office Management
• Supervise and coordinate daily administrative activities to ensure efficient office operations.
• Maintain effective administrative procedures, systems, and document control processes.
• Oversee filing systems, records retention, correspondence, and reporting requirements.
• Ensure timely preparation and submission of operational reports and documentation.
• Monitor office resources and administrative expenditure to promote cost-effective operations.
Logistics & Operational Support
• Provide administrative support to transport, warehousing, and distribution operations.
• Manage delivery notes, proof of delivery (PODs), shipping documentation, and transport records.
• Support route planning and scheduling through accurate information management.
• Liaise with operational teams to facilitate smooth communication and workflow execution.
• Monitor operational performance data and contribute to service delivery targets.
Equipment Maintenance & Repair Administration
• Maintain accurate records of equipment inspections, servicing, repairs, and maintenance schedules.
• Coordinate with service providers and internal stakeholders to ensure equipment compliance and availability.
• Monitor equipment downtime and support continuous improvement initiatives.
• Administer maintenance-related purchase orders, contracts, and budgets.
• Maintain up-to-date asset registers and audit-ready maintenance documentation.
Data Management & Reporting
• Ensure accurate data capture and maintenance within operational systems (ERP, TMS, WMS, etc.).
• Generate daily, weekly, and monthly management reports.
• Analyse operational and administrative data to identify trends and improvement opportunities.
• Conduct regular data audits to maintain information accuracy and integrity.
• Support management decision-making through timely and reliable reporting.
Team Leadership
• Supervise, coach, and support administrative team members.
• Allocate workloads and monitor performance against established objectives.
• Identify training and development opportunities for staff.
• Foster a culture of accountability, teamwork, and continuous improvement.
• Participate in performance management and employee engagement initiatives.
Continuous Improvement
• Identify and implement process improvements to enhance efficiency and service delivery.
• Support digital transformation and automation initiatives.
• Promote best practices in administration.

 

Profile

Minimum Requirements
• Degree in Business Administration, Logistics Management, Supply Chain Management, Transport Management, Commerce, or a related field.
• Minimum 5 years' administrative experience within a logistics, transport, freight, warehousing, distribution, shipping, mining logistics, or supply chain environment.
• Minimum 3 years' experience in a supervisory or team leadership role.
• Advanced Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• ERP systems (SAP, Sage, Oracle, Dynamics, or similar