Vacancy title:
HQ Administrator

[Type: FULL_TIME, Industry: Professional Services, Category: Admin & Office]

Jobs at:
Kafika House

Deadline of this Job:
Tuesday, August 5 2025

Duty Station:
Tanzania | Dar es Salaam | Tanzania

Summary
Date Posted: Wednesday, July 30 2025, Base Salary: Not Disclosed

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JOB DETAILS:

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!

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

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