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