Administrative Coordinator at Mawazo Institute

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