The Administration Officer will provide essential administrative and operational support ensuring the smooth of engagement activities partner relations and event coordination. The role requires excellent organizational skills attention to detail and the ability to manage multiple tasks efficiently.
Responsibilities
Administrative Support
Maintain and update partner and member databases ensuring accurate records.
Prepare reports presentations and documentation for internal and external stakeholders.
Support in scheduling meetings drafting minutes and following up on action points.
Handle correspondence emails and inquiries related to engagement activities.
Provide general administrative support to organization s initiatives projects and strategic objectives.
Partner & Member Engagement Support
Assist in onboarding new members and maintaining communication with existing members.
Support the preparation of membership renewal processes including followups.
Help organize and coordinate partner engagement activities and meetings.
Manage logistics for stakeholder engagements including booking venues and arranging materials.
Event Coordination
Assist in the planning and of TAFINA events including member socials meetings and fundraising activities.
Coordinate event logistics registrations and communications with attendees.
Support the preparation of event materials agendas and followup communication
Fund Development Support
Assist in tracking donor contributions and ensuring proper documentation.
Support in preparing funding proposals and grant documentation.
Maintain records of corporate partnerships and donor interactions.
General Operations & Reporting
Ensure all administrative and engagement records are wellorganized and accessible.
Assist in budget tracking for engagement and partnership activities.
Compile reports on engagement activities membership status and funding progress.
Provide general office support as needed to ensure smooth daily operations.
Vendor Support
Assist in identifying and liaising with vendors for events office supplies and other operational needs.
Ensure timely procurement of necessary goods and services while maintaining cost efficiency.
Maintain records of vendor contracts payments and service agreements.
Address and resolve vendorrelated issues to ensure smooth operations.
Requirements
Knowledge and Experience
Bachelor s degree in Business Administration Communications or a related field.
2 years of administrative experience preferably in an NGO association or membershipbased organization.
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word Excel PowerPoint).
Ability to work independently and collaboratively in a fastpaced environment.
Experience in event planning and coordination is an added advantage.
