Admin Officer 29 views0 applications

About Pharo Foundation

Pharo Foundation is a mission-driven, impact-oriented organization working to build a vibrant, productive, and self-reliant Africa. Our development efforts are focused on three core pillars:

• Education – Providing access to high-quality, affordable education that equips students for success in a rapidly changing world.
• Water – Ensuring that communities across Africa have access to clean, safe, and affordable water.
• Productivity – Removing barriers to employment and increasing economic opportunity for individuals and families.

Our for-profit arm, Pharo Ventures, operates sustainable businesses across Ethiopia and Somaliland to drive job creation and economic growth. With over 700 employees across Ethiopia, Kenya, Rwanda, and Somaliland, Pharo Foundation is headquartered in Nairobi, Kenya, with a liaison office in London, UK.

Position Summary

Pharo Foundation is seeking a highly organized, proactive, and reliable Administration Officer to support the School Principal and school team in ensuring the smooth and efficient day-to-day operation of the school.The role will coordinate administrative activities, documentation, meetings, communication, logistics, and school records while serving as an effective link between the Principal, staff, parents, and other stakeholders.

Role: Administration Officer

Reporting to: School Principal

Functional Relationships: All teaching and non-teaching staff, People & culture and Deputy School Principal.

Pharo Foundation is seeking a highly organized, proactive, and reliable Administration Officer to support the School Principal and school team in ensuring the smooth and efficient day-to-day operation of the school.

The role will coordinate administrative activities, documentation, meetings, communication, logistics, and school records while serving as an effective link between the principal, staff, parents, and other stakeholders.

Key Responsibilities

Administrative Support

• Manage the School Principal’s calendar, appointments, meetings, and routine correspondence.
• Draft, format, and maintain letters, reports, memos, minutes, and other official documents.
• Organize meetings, take minutes, track action points, and follow up on agreed tasks.
• Maintain accurate and well-organized school records, files, and administrative documentation.
• Coordinate internal communication and ensure information is shared with relevant staff in a timely manner.

School Operations & Coordination

• Support the coordination of school events, meetings, activities, and other administrative arrangements.
• Assist with student, parent, staff, and visitor communications as required.
• Coordinate administrative logistics, including travel, accommodation, transportation, supplies, and other operational needs.
• Liaise with internal teams and external service providers to support smooth school operations.
• Monitor office supplies and administrative resources and coordinate replenishment when required.

Records & Reporting

• Maintain accurate records of administrative activities, correspondence, meetings, and school documentation.
• Prepare routine administrative reports and updates for the School Principal and relevant teams.
• Ensure confidential and sensitive information is handled appropriately.
• Support audits, inspections, and other administrative reviews.

General Support

• Provide day-to-day administrative support to the School Principal and school leadership team.
• Assist with other administrative and operational tasks as required.
• Promote a professional, organized, and welcoming school environment.

Qualifications & Experience

The successful candidate will have/be:

• Bachelor’s degree in Business Administration, Management, Public Administration, or a related field. or a Level IV qualification with COC certification in Secretarial Science and Office Management, supported by relevant professional experience.
• Previous experience in an administrative or office coordination role; experience in a school or educational environment is an advantage.
• Strong organizational, coordination, and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple priorities.
• Good interpersonal and stakeholder management skills.
• Ability to handle confidential information with discretion and professionalism.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Strong follow-up and problem-solving skills.