Kafika House is seeking a dedicated and detail-oriented\u00a0HQ Administrator to provide exceptional administrative support to our HQ office operations. This role is ideal for someone who thrives in a dynamic environment, is passionate about operational excellence, and enjoys working with diverse teams, volunteers, and visitors. The HQ Administrator will ensure that our systems run smoothly, our visitors feel welcomed, and our teams are supported with efficient structures that uphold the high standards of Kafika House.
\nAbout Us
\nKafika House is an international NGO based in Arusha, with facilities in Ngaramtoni and Karatu, Tanzania. We run the Kafika House programme, providing a safe and nurturing home away from home for children receiving pre- and post-operative care and rehabilitation for surgically treatable disabilities. These include cleft lip and palate, clubfoot, skeletal fluorosis, burn scar contractures, osteomyelitis, hydrocephalus, and spina bifida. Our vision is that no child in Tanzania lives with a treatable disability.
\nRole Responsibilities
\nOffice Administration:<\/p>\n
Provide day-to-day support to the HQ office including calendar management, filing, taking meeting minutes, managing incoming and outgoing letters, and overseeing the HQ vehicle schedule.
\nOversee the organisational postal box and ensure proper documentation and communication flow.<\/p>\n
Systems and IT Coordination:<\/p>\n
Support the CEO in developing and implementing effective administrative systems and SOPs.
\nManage the shared Google Drive system and coordinate basic IT support, internet, and software\/hardware needs.<\/p>\n
Branding and Event Support:<\/p>\n
Coordinate branding and marking materials for outreach and events.
\nManage orders with printers and suppliers, monitor stock levels, and collaborate with designers and the Fundraising Coordinator.<\/p>\n
Visitor & Volunteer Coordination:<\/p>\n
Act as the central point of contact for all visitors, students, volunteers, and interns.
\nManage communications, interview scheduling, visa logistics, and preparation of placement schedules in collaboration with other managers.
\nEnsure a welcoming and meaningful experience for all guests to Kafika House.<\/p>\n
Donations and Logistics:<\/p>\n
Manage the donations store and update the donation tracker.
\nProvide logistical support as needed for programmes and events.<\/p>\n
Other Duties:<\/p>\n
Support the CEO and wider management team with additional administrative tasks as required.
\n\u25cb Supervise the HQ Driver\u2019s schedule and transportation needs.<\/p>\n
\u00a0
\nEducation, Skills, and Experience
\nOnline courses<\/p>\n
Diploma in Business Administration or a related field.
\nAt least\u00a0three (3)\u00a0years of relevant experience in an administrative role, preferably within the NGO sector.
\nProven ability to develop and maintain administrative systems and processes.
\nExcellent verbal and written communication skills in both\u00a0Swahili and English.
\nAbility to work independently, think critically, and maintain a high level of confidentiality.
\nStrong interpersonal skills and commitment to hospitality and professionalism.<\/p>\n
Are you Interested?
\nIf you are passionate about making a difference in healthcare and meet the qualifications above, we encourage you to apply!
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