Administrative Assistant

Administrative Assistant – Pharo Primary School

Hargeisa, Somaliland

Organisation Overview

Pharo Foundation (“the Foundation”) is a mission-driven, impact-oriented organisation that designs, funds, and operates economic development programmes towards a vibrant, productive, and self-reliant Africa. Over the next decade, our goal is to create maximum impact towards three critical missions:

1. Education: ensure that all students have an opportunity to access a high-quality and affordable education and become productive citizens in a rapidly changing world.


2. Water: ensure that people and communities across Africa have access to a safe and affordable source of water.


3. Productivity: eliminate health, financial, and structural barriers to employment and productivity for working people.

Pharo Foundation’s education mission is implemented through the Pharo-brand schools, ranging from kindergarten, to primary and secondary.  The Foundation operates four Pharo schools in Somaliland, a Vocational Training Centre, Pharo Kindergarten, Pharo Primary, and Pharo Secondary Boarding school in Sheikh district.

The Foundation also operates Pharo Ventures which is the for-profit arm of its operations with sustainable businesses in Ethiopia and Somaliland geared towards job creation and economic empowerment.

With over 700 employees in Ethiopia, Kenya, Rwanda, and Somaliland, we are a diverse, multicultural, and passionate organisation. We have our headquarters in Nairobi, Kenya, and a liaison office in London, UK, which is home to our parent organisation, Pharo Management.

Our school enriches both international and national curricula through diverse means, such as engaging reading materials, innovative technology-driven learning methods, and educational technology tools. We take pride in our well-equipped instructional spaces tailored for dynamic learning, ongoing assessment, mentorship, and age-appropriate resources like libraries, laboratories, ICT facilities, and pedagogical centers. We firmly uphold the significance of academic excellence in nurturing students, facilitating their seamless transition into adulthood, and paving the way for occupational and economic success.

Position Summary

Position:                   Administrative Assistant

Reporting to:           School Administrator

Location:                  Hargeisa, Somaliland

Contract type:         Fixed Term

We are currently looking for an enthusiastic Administrative Assistant to work full-time at our prestigious Primary School. The Administrative Assistant will manage various administrative duties in the school environment. The ideal candidate will perform general office tasks, including filing, data entry, and maintaining student records, whilst ensuring accurate enrollment information and processing new student admissions. Strong communication skills are essential for handling inquiries from parents, students, and staff, as well as coordinating school events and managing notices. The role also involves overseeing office organisation, inventory management, and supporting financial administration through fee collection. A focus on creating a welcoming and efficient office atmosphere is key.

Duties and Responsibilities:

Office Management:

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  • Perform general administrative duties, including filing, data entry, and maintaining student records.
  
  
  • Keep records of all incoming and outgoing documents of the office.
  
  
  • Prepare and update school class lists periodically to ensure accurate and current student enrollment information.
  
  
  • Enroll new students into the school database systems (e.g. papaya and SLNES).
  
  
  • Facilitate the collection and processing of school transfer documentation for new students.
  
  
  • Answer phone calls and respond to inquiries from parents, students, and staff.
  
  
  • Draft and type letters, forms, responses, notices, memos, and any another written communication presented by the line manager, Principal, or head teachers.
  
  
  • Regularly update announcements on notice boards (e.g. timetable, school calendar, or any other important information)
  
  
  • organize refreshment for office guests.
  
  
  • Coordinate the student admission process by connecting the parent with the concerned office. Ensure all admission documents are complete, filed properly and the process is systemically followed.
  
  
  • Handle school registration and the student waiting list.
  
  
  • Assist in the management and oversight of school inventory.
  
  
  • Ensure all spare keys are safely stored, organised and returned after use. 
  
  
  • Create and maintain an organized, tidy office that fosters a healthy and welcoming work environment.
  
  
  
  

Communication:

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  • Handle any incoming and outgoing communications forin person visitors Memos, emails, announcements, and event notifications.
  
  
  • Facilitate communication between staff, parents, and the community.
  
  
  • Ensure all school events are documented with good quality photographs.
  
  
  
  

Event Coordination:

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  • Assist in planning and organising school events, meetings, and activities.
  
  
  
  

Financial Administration:

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  • Support school financial management by handling bus fee collection.
  
  
  
  

Qualifications Requirements

• Bachelor’s degree in business administration, education, or a related field.


• Previous experience in an administrative or office management role, preferably in an educational setting.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.


• Attention to detail and accuracy in data management and record-keeping.

Personal Attributes

• Ability to think strategically and creatively, as well as having an eye for detail.


• Always behave in an exemplary manner and act as a role model within and outside the Pharo School.


• Strong communication skills and the ability to interact positively with students, parents, and staff.


• Ability to maintain confidentiality and handle sensitive information.


• Passionate individual driven to succeed and make a difference in a highly impactful organisation.


• Ability to work collaboratively in a team environment.


• Capable of managing tasks independently and addressing challenges effectively.


• Ability to prioritise tasks and meet deadlines in a fast-paced environment.


• Adaptable and open to learning new processes and technologies

Application procedure

Review of applications will begin as soon as they are received, and only complete applications will be reviewed. If an outstanding applicant is identified early in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested and suitably qualified candidates to apply at the earliest possible opportunity.

The application deadline is 6th November 2024.

Application Requirement

1. A detailed CV.


2. Cover letter - In your cover letter, please indicate your motivation for the role and state where you heard about this position or saw it advertised e.g., through our website, jobs board, etc.

1. An updated list of at least (4) referees with their name, title, current email addresses and phone numbers as follows; two supervisors, one peer, one direct report.