Job Opportunity: Office & Admin Manager – School

Key Information

Job Summary

This role combines full secretarial and administrative support with responsibility for the student lifecycle, serving as the main contact point for families on all related matters. You will provide full secretarial support, including drafting official correspondence, preparing administrative documents, and managing communications with internal and external stakeholders.

Key Responsibilities

1. Admissions & Student Lifecycle Management

Managing the student administrative journey from first contact to exit:

• Manage all admissions processes, including application reviews, follow-ups, and enrollment procedures.

• Handle annual re-enrollments and maintain student registration records in Skolengo.

• Act as the first point of contact for families during admissions and throughout the student’s lifecycle.

• Collaborate with stakeholders to ensure smooth school entry organization.

2. Communication & Information Management

• Manage daily email communications (draft, read, respond, forward, and keep the DAF copied when appropriate).

• Prepare official letters and documents using school templates.

• Handle incoming calls and messages, filtering and redirecting inquiries as needed.

• Ensure professional and clear communication with families and stakeholders.

3. Administrative Assistance

• Support the Head of School and the DAF with daily operational and administrative tasks.

• Ensure the proper organization, accuracy, and updating of key administrative databases and documents.

• Inform management of the Tanzanian calendar and public holidays.

4. Document Management & Archiving

• Ensure structured, efficient digital and physical archiving of all administrative documents.

• Manage student records (files, certificates, and documents) following established procedures.

• Prepare official school documents, ensuring systematic archiving and compliance.

5. Board and Institutional Support

• Prepare and distribute documents related to School Councils (Primary and Secondary), Board meetings, and General Assemblies.

• Compile full documentation for institutional meetings (minutes, agendas, attendance lists, and supporting materials).

6. Process Improvement & Customer Experience

• Identify operational inefficiencies and propose improvements to workflows.

• Focus on clarity, responsiveness, and service quality to enhance the family experience.

• Contribute to the school’s marketing and communication strategy to boost attractiveness and visibility.

7. Event Coordination

• Collaborate with internal teams and external stakeholders to plan and execute school events.

• Handle logistics, planning, and communication across all involved parties.

Prerequisites & Qualifications

• Education: Higher education degree in administration, management, secretarial studies, education, or a related field.

• Experience: Minimum of 7 years in an administrative role; previous experience in a school or student services environment is a strong advantage.

• Language Proficiency: * Bilingual proficiency in English and French (spoken and written) is required.

  • Advantage: Knowledge of Swahili for verbal communication with families and local suppliers.

• Technical Skills: Proficiency in the Microsoft Office Suite (Word, Excel, Outlook, etc.) and experience with school management software (Skolengo).

• Soft Skills:

  • Exceptional organizational skills and high attention to detail.

  • Ability to multitask and work under pressure.

  • High level of discretion, reliability, and respect for confidentiality.

  • Strong interpersonal skills and the ability to work in a multicultural environment.

  • Autonomous, proactive, and team-oriented.

Application Process

To apply, please send your application with the required details to the email address below:

• Email Address: recruitment.tanzania@hsd-melt.com

• Subject Line: Office & Admin Manager (School)

• File Requirement: CV must be labelled with the applicant’s name (e.g., FirstName_LastName_CV.pdf).

Note: Only candidates selected for an interview will be contacted.