Details of Office Administrator

Position Overview

The Office Administrator will be responsible for ensuring the smooth and efficient operation of the office through effective administration, finance, procurement, and logistical support. The role requires a proactive individual with strong organizational skills, attention to detail, and the ability to liaise effectively with internal teams, external stakeholders, and service providers.

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  Key Responsibilities

Office Operations & Procurement

·         Oversee office requisition and procurement processes, ensuring all required documentation (quotations, invoices, receipts) is properly collected and filed.

·         Manage vendor contracts and maintain supplier contact lists.

·         Keep and regularly update the office asset register.

Logistics & Administrative Support

·         Coordinate hotel bookings and visa arrangements for visiting staff and guests.

·         Provide administrative support for meetings, including scheduling, preparing agendas, and taking minutes.

·         Support the preparation, printing, and copying of office documents and teaching materials.

Human Resources Administration

·         Maintain recruitment files (adverts, CVs, interview notes), schedule interviews, and prepare offer/contract paperwork for new staff.

·         Maintain accurate records of staff leave balances, including annual, sick, and vacation leave.

·         Keep records of staff capacity-building and training attended, and help coordinate logistics for training sessions.

·         Ensure staff sign codes of conduct, safeguarding policies, and other mandatory compliance documents.

Finance Administration

·         Manage day-to-day banking processes including preparation of payment instructions and following up with the bank on account services.

·         Prepare payment vouchers, collect supporting documentation, and submit for authorisation.

·         Administer petty cash float (via ZAAD), maintain petty cash ledger, reconcile balances, and prepare replenishment requests.

·         Support Finance Assistant in reconciling supplier accounts, petty cash, and staff advances.

·         File vouchers, receipts, and other financial documentation systematically for audits and donor compliance.

·         Support timely submission of payroll taxes or other required statutory deductions.

·         Assist with retrieving and organising documentation during audits or donor spot checks.

Compliance & Government Liaison

·         Manage statutory compliance requirements, including registration renewals, tax clearances, and other official procedures.

·         Vendor due diligence: Collect and file compliance documentation (e.g. registration certificates, tax IDs) from suppliers and service providers.

Communications & Visibility

·         Provide support in the implementation of the organization’s communications, visibility, and branding initiatives.

·         Ensure correct use of logos, branding, and templates in all office and programme documentation.

·         Support the organisation of workshops, training, and donor visits, ensuring branding, documentation, and hospitality align with organisational standards.

General Duties

Be available to assist with other areas of the WTI’s work and support staff as and when required

Skills and qualifications

Essential

Bachelor’s degree in any relevant field.

Minimum of 3 years’ experience in administration, finance support, or operations roles, preferably within an international organisation.

Experience with office administration, including filing systems, record-keeping, and handling confidential information.

Practical experience with procurement and logistics (e.g. office supplies, vendor liaison, bookings, visas, organising meetings/events).

Experience supporting HR processes such as maintaining staff records, tracking leave, and preparing basic contract paperwork.

Ability to manage day-to-day financial administration, including petty cash, mobile money (e.g. ZAAD), and basic transaction support.

Strong organisational skills with attention to detail, accuracy, and ability to prioritise multiple tasks.

Excellent interpersonal and communication skills, including written and oral, in both English and Somali.

Proficiency in Microsoft Office (Excel, Word, PowerPoint) and confidence using digital tools (email, online banking, shared drives).

Desirable

Familiarity with NGO/donor compliance requirements.

Experience assisting with audits or financial spot checks.

Knowledge of basic bookkeeping (e.g. reconciliations, vouchers).

Experience preparing simple reports or summaries (HR, finance, or compliance).

How to apply

Please email your application to work@windle.org.uk which can also be emailed for further information or an

informal discussion on the role.

The closing date for applications is midnight on Sunday September 7th, 2025. Only applications submitted by this date will be considered.

Apply to work@windle.org.uk