At the Mawazo Institute, our goal is not only to support the next generation of African thought leaders, but to make sure that women's voices feature prominently in high-level policy discussions.
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Administrative Coordinator
- Job TypeFull Time
- QualificationBA/BSc/HND
- Experience1 - 2 years
- LocationNairobi
- Job FieldAdministration / Secretarial 
The Administrative Coordinator will provide critical administrative and operational support to ensure the smooth running of Mawazo’s office and operations. This role will be responsible for managing day-to-day office activities, supporting the leadership team with scheduling and correspondence, coordinating logistics for internal events, and assisting with finance and HR-related administrative tasks. The ideal candidate will be highly organised, proactive, and capable of handling a range of responsibilities in a dynamic, mission-driven environment.
This role reports directly to the Director of Operations and will work closely with the HR and Administrative Associate.
Responsibilities
Office Management
- Oversee general office operations, including supplies procurement, facility maintenance, and ensuring a professional and welcoming environment.
- Serve as the main point of contact for vendors, service providers, and visitors.
- Coordinate with the building management for any office related matters such as renovation and access for employees.
Senior Leadership Team Support
- Assist the senior leadership team with calendar management, travel arrangements, and meeting coordination.
- Attend meetings to take minutes and distribute notes, following up on action items as required.
Petty Cash Management
- Maintain and monitor petty cash for operational expenses.
- Record all petty cash transactions accurately and reconcile balances regularly.
- Report any discrepancies and ensure proper documentation.
Event and Logistics Coordination
- Organise logistics for internal meetings, workshops, and events, including venue booking, catering, and travel arrangements.
- Record and maintain minutes for team meetings, ensuring accurate documentation and distribution.
- Coordinate the preparation and distribution of materials for events, ensuring all necessary resources are available.
Finance and HR Support
- Support finance functions by preparing purchase requests, managing petty cash, and handling expense reimbursements.
- Actively participate in the procurement committee, supporting the evaluation and selection of vendors.
- Assist in obtaining quotes, comparing options, and maintaining supplier relationships.
- Ensure adherence to procurement policies and procedures.
- Assist with HR tasks, such as coordinating recruitment logistics, onboarding new staff, and managing employee leave records.
- Ensure compliance with Mawazo’s policies and procedures, supporting the maintenance of a positive workplace culture.
- Tracking and Updating; Maintain accurate records in Excel for various employee activities, including staff time tracking, wellness reimbursements, and professional development. Regularly update these records to ensure all data is current and accessible.
- Sending Reminders; Proactively send reminders to employees about upcoming deadlines and required actions related to organisation-wide surveys, time tracking, wellness reimbursements, and professional development activities, helping the team stay on track with these tasks.
Communications and IT Support
- Coordinate with IT support to resolve basic technical issues and maintain an inventory of office equipment.
- Assist the communications team in managing mailing lists and scheduling newsletters or announcements to external stakeholders.
Key Qualifications and Experience
Education and Experience
- Bachelor’s degree in any field
- At least 1–2 years of relevant experience in administration or operations, office administration, executive support, or a similar role, preferably within the non-profit sector.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with tools like Slack and Asana
- Strong verbal and written English communication skills
- Basic verbal and written French communication skills
Method of Application
If you are the right candidate for this position, kindly submit your application with a detailed CV and Cover Letter to recruiting@mawazoinstitute.org on or before Tuesday 31 December 2024 by 11:59 PM EAT. The subject line should read 'Administrative Coordinator application – [INSERT YOUR NAME]. '
