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Educate! prepares youth in Africa with the skills to succeed in today’s economy. We tackle youth unemployment by partnering with schools and governments to reform what schools teach and how they teach it, so that students in Africa have the skills to attain further education, overcome gender inequities, start businesses, get jobs and drive development in their communities. Our model is delivered through practically-trained teachers and youth mentors. Educate!’s goal is to make this practical, skills-based model part of national education systems.
Full-time
Administration Officer Job at Educate!
Educate!
Job Description
The Administration Officer serves as the backbone of operational efficiency, orchestrating seamless support across four pillars: Administrative & Logistics Support, Front Desk & Office Management, Hotel Bookings for Staff, and Asset Oversight. By ensuring staff and guest needs are met, maintaining a secure and well-functioning office environment, and coordinating travel and accommodation, the role transforms routine operations into a reliable framework that empowers teams and sustains organizational excellence.
Duties, Roles and Responsibilities
Key Duties and Responsibilities:Administrative and Logistics support to staff and guests (30%)
- Prepare monthly airtime, Closed User Groups(CUG), and data schedules in a timely and accurate manner.
- Ensure availability and functionality of work tools (phones, laptops, MiFi devices, etc.) for all staff.
- Coordinate with service providers and the IT team to maintain reliable office fibre internet connectivity.
- Manage meal delivery services (breakfast and lunch), ensuring accuracy of orders and addressing staff feedback on vendor performance.
- Respond promptly to issues raised through the Admin Help Desk, providing timely resolutions.
- Arrange transportation, hotel bookings, and meal provision for international guests, update guest trackers, and ensure a pleasant visitor experience.
- Support international travel for local staff, including booking flights, airport transfers, travel insurance, updating the international travel tracker, and ensuring a smooth travel experience.
- Book accommodation for local staff traveling within the country, ensuring adherence to defined SOPs.
- Plan and manage logistics for office-based events (e.g., retreats), including booking meeting rooms, coordinating meal delivery, and arranging necessary materials such as stationery, projectors, and speakers.
- Welcome and attend to guests at the reception desk, ensuring timely assistance and a positive overall experience.
- Maintain cleanliness and presentation of the front office area, including the lounge, throughout the day.
- Monitor office access and register visitors to uphold safety, security, and protection of office property.
- Report suspicious activity or individuals to safeguard staff and premises.
- Manage office communications, including calls on the landline, mail delivery, and guest messages to staff.
- In charge of opening and closing office premises and ensuring individual offices are well locked at the close of day.
- Ensure safety of premises by enforcing security protocols, maintaining security lighting, and reporting irregularities or violations promptly.
- Oversee security operations by monitoring guard transitions, conducting spot checks, and coordinating with supervisors when necessary.
- Enforce security protocols for office equipment and ensure staff compliance.
- Supervise office cleaners to ensure a clean, safe, and secure working environment.
- Manage general office facilities, including lease administration, repairs, and overall infrastructure support.
- Organize and allocate office space to optimize functionality and efficiency.
- Ensure indoor lights, ACs and fans are switched off at the close of each day and security lights are on for the night
- Monitor usage of utilities such as electricity and water and investigate any abnormal increments in monthly bills to identify root causes, verify billing accuracy, prevent wastage, and implement cost‑control measures.
- Ensure constant supply of drinking water at the office by coordinating delivery with the vendor as per the established schedule
- Ensure that water dispensers, ACs, Solar Equipment, Fire -Extinguishers and other office equipment are serviced in a timely manner
- Manage compound maintenance (mowing, watering of outdoor plants, weeding and tree trimming) as per established schedule
- Review and propose improvements to equipment management policies and train staff to ensure adherence to established guidelines.
- Keep the equipment tracker updated in real time, clearly recording the location and status of all items.
- Enforce item sign‑out and return procedures, ensuring accountability for all equipment under Admin custody.
- Arrange insurance coverage for valuable equipment immediately upon acquisition by Educate!.
- Support the Logistics and Stores Assistant with verification and shipping of program materials.
- Monitor hotel booking requests submitted by staff via email to ensure compliance with organizational requirements, and take appropriate action on non-compliant requests.
- Maintain and update the hotel booking tracker in real time, ensuring accuracy and accessibility.
- Collect and provide feedback to both hotels and staff to strengthen relationships and improve service quality.
- Respond to inquiries from hotels and staff regarding bookings and services.
- Maintaining cordial relationships with partner hotels to ensure seamless operations
- Collect EFRIS invoices from hotels after staff checkout and compile with all relevant supporting documents and share promptly with the Finance Officer to facilitate timely payments to hotels.
- Conduct training sessions for new staff and refresher sessions for existing staff to ensure full understanding and adherence to hotel booking policies.
- Lead the p
Qualifications, Education and Competencies
See all details of the qualifications, competencies and education for this role under the "How to Apply" section below.
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