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Assistant Administrator Job in Nairobi, Kenya

Job Title: Assistant Administrator, Waldorf Kindergarten Lavington
Reporting to: School Manager, Nairobi Waldorf Schools
Supervises: All non-teaching staff in Lavington Campus
Deadline for application: 21st September 2016

 The Nairobi Waldorf School ( was founded in 1992. 

What our school has to offer through Waldorf education is as relevant as ever, with the increasing demand of modern life and its related social, political and economic issues, all of which require creative solutions. 

Our school has established a nurturing and growing community, which shares the simple vision of raising our children holistically in true consciousness and love, with the goal of enabling them to contribute towards establishing a more peaceful and sustainable Kenya and Global community. 

We are among Africa’s oldest Waldorf schools and with the support and commitment of our highly qualified Teachers, the generosity and guidance of our Mentors, the faith of our Parents, and strength and commitment of present and former Board of Trustees we have grown steadily in spite of numerous challenges. 

We are offering Kenya a unique opportunity to nurture capable, competent and happy human beings. As of September 2016, our school is proud to welcome 250 children on 2 sites in Nairobi: Lavington and Karen.

Job Summary:
 The Assistant Administrator is responsible for driving the Kindergarten programme and ensuring it is integrated into the wider practice of the Nairobi Waldorf Schools. 

She/He is responsible for ensuring that the Kindergarten’s staff work with school procedures without any problems. 

She/He is responsible for the timely and efficient implementation of all administrative tasks and procedures at Lavington. 

Roles and responsibilities
The following skills are necessary:
  • Be well-organized and able to balance a large number of tasks. 
  • Identify areas where policy or programme development is needed, and work collaboratively with appropriate individuals to bring plans to fruition.
  • Ability to analyse, interpret, summarize, and present data effectively.
  • Ability to be an enthusiastic and articulate spokesperson for the kindergarten 
  • Proficiency with computer systems and standard software systems, such as word processing, spreadsheets, accounting, databases, and email. Proficiency with Internet and Facebook.
  • Maintain an open flow of communication with all constituencies in the school.
  • Responsible for communicating to parents effectively and in a timely manner for all issues regarding school events, schedule changes, invoices and finance issues
  • Responsible for effectively managing parent issues and complaints and directing parents to the appropriate individual or body.
  • Serve as contact person for other schools and organizations.
  • Take calls, messages, greet visitors, meet prospective parents and guide them through the application and admission procedure and follow up on enquiries with the aim of securing an admission.
  • Typing and processing various documents, as and when required.
  • Keeping a daily check on the e-mail that is sent to the office along with answering them and taking care of correspondence as directed, all in a timely and efficient manner.
  • Maintaining a clean reception area while observing Waldorf aesthetics, making it ready for the visitors, etc.
  • Maintaining and keeping a record of parent contact lists and making sure that the changes are keyed in from time to time.
  • Providing the Finance Coordinator with the updated list of parents and children no later than the second week of a term with a view to preparing invoices
  • Attending the weekly internal meeting with Faculty.
  • Update the notice boards by posting and removal of out-dated materials
  • File all correspondence and retrieving of information from active files or archives upon request.
  • Manage all non-teaching staff on day-to-day operations.
  • Conduct and manage school objectives, policies and budgets approved by the Board, in particular activities as defined in the annual School operational plan.
  • In liaison with the School Manager, oversee new building programmes, renovations and maintenance
  • In liaison with School Manager, oversee routine Kindergarten purchases and ensure strict budgeting constraints are adhered to, according to the School Finance and Operational Manual
  • Responsible for the annual procurement plans of the Kindergarten aiming at cost efficient centralized purchasing
  • Provide all logistical support necessary for curriculum delivery, including transport and accommodation for visiting mentors.
  • In liaison with the School Manager ensure the safety, security and welfare of students and staff in Lavington.
  • Provide First Aid and arrange for hospital follow up or emergency evacuation if necessary.
  • Keep fire, health and safety equipment serviced and in conjunction with the school Manager organize for staff’s refresher training in first aid and fire safety and conduct emergency drills regularly.
  • Review risk management in conjunction with school Manager.
  • To inspect the grounds, all buildings and play structures to ensure they are in good repair and safe for the children.
  • Ensure that children’s progress reports are completed by teachers in a timely manner, and file the various reports.
  • To provide logistical support for all Kindergarten events, meetings and festivals
  • Organizing for Photo Day and selling photos to parents    
  • Develop and maintain the Kindergarten’s teaching and learning materials inventory system. Keeping a check on all the things that are required in the office and ordering them accordingly.
  • Issuing of library books and class materials.
  • Oversee the packing, assembling and dispatching of varied packets.
School trips and transport
  • Making transport arrangements of staff members and visiting mentors, if they have been dispatched on a work-related trip.
  • Regularly inspect school buses and any other transport options with a view to ensuring safety and security at all times
  • Arrange transport for the Arboretum trip and maintain a register of all children going on the trip.
  • Ensure Safety procedures are followed during all school trips.
School finances
  • Disbursing petty cash, receipt of payments and banking of the same and reconcile these with the School Finance Coordinator every week.   
Supervision of non-teaching staff
  • Ensuring that Human Resources policies are implemented at Lavington Campus
  • Evaluating the performance appraisal of all Waldorf Kindergarten non-teaching staff on a regular basis and determining skills training needs for them.
  • Ensuring that the annual performance evaluation is completed no later than 30 July every year.
  • Keeping track of all types of leave to ensure compliance with terms of employment.
  • Reporting HR issues to the School HR Coordinator with a view to addressing them in a timely and efficient manner   
Website and Facebook
  • Gathering information among teachers and staff with a view to developing external communication content for the school web pages
  • Regularly updating the Nairobi Waldorf School website
  • Updating the NWS Facebook page on a weekly basis and more often if need be
  • Updating the school Google+ account with a view to centralising all photos and videos useful for communication purposes
Key Qualifications
  • Diploma / degree in Business Management / Business Administration or BCom
  • Experience: Three years and above. Those with experience in managing learning institutions will have an added advantage.
Submitting your application
All interested candidates must submit a CV (with references) and cover letter only to with the email subject ‘Application for Assistant Administrator’, before 21st September 2016. 

Quote your current/last salary and the expected salary on the cover later.

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