HQ Administrator
We are looking for a Qualified HQ Administrator
Job Overview
Kafika House is seeking a dedicated and detail-oriented HQ 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.
About Us
Kafika 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.
Role Responsibilities
Office Administration:
- 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.
- Oversee the organisational postal box and ensure proper documentation and communication flow.
Systems and IT Coordination:
- Support the CEO in developing and implementing effective administrative systems and SOPs.
- Manage the shared Google Drive system and coordinate basic IT support, internet, and software/hardware needs.
Branding and Event Support:
- Coordinate branding and marking materials for outreach and events.
- Manage orders with printers and suppliers, monitor stock levels, and collaborate with designers and the Fundraising Coordinator.
Visitor & Volunteer Coordination:
- Act as the central point of contact for all visitors, students, volunteers, and interns.
- Manage communications, interview scheduling, visa logistics, and preparation of placement schedules in collaboration with other managers.
- Ensure a welcoming and meaningful experience for all guests to Kafika House.
Donations and Logistics:
- Manage the donations store and update the donation tracker.
- Provide logistical support as needed for programmes and events.
Other Duties:
- Support the CEO and wider management team with additional administrative tasks as required.
- ○ Supervise the HQ Driver’s schedule and transportation needs.
Education, Skills, and Experience
- Diploma in Business Administration or a related field.
- At least three (3) years of relevant experience in an administrative role, preferably within the NGO sector.
- Proven ability to develop and maintain administrative systems and processes.
- Excellent verbal and written communication skills in both Swahili and English.
- Ability to work independently, think critically, and maintain a high level of confidentiality.
- Strong interpersonal skills and commitment to hospitality and professionalism.
Are you Interested?
If you are passionate about making a difference in healthcare and meet the qualifications above, we encourage you to apply!
To apply, please send your application letter, resume, and education certificate(s) to recruitment@kafikahouse.org The subject line should indicate the position that you are applying for (e.g Application for HQ Administrator).
Application deadline: Tuesday, 5th August 2025 Only shortlisted candidates will be contacted.
