JOB DESCRIPTION
Job Title: Administrative Assistant
Reports to: Director of the Education Program
Location: Kigutu, Burundi
Position Type: Full-Time
About Village Health Works (VHW)
Village Health Works is a 501(c) (3) social justice organization founded on the belief that health equity is not a commodity, but a right VHW’s mission is to provide high-quality, compassionate healthcare and education to the most vulnerable populations, based on critical thinking, in a dignified environment.Rooted in the communities it serves, VHW employs a holistic model that integrates clinical services with education, food security, economic development, environmental protection, music, and the arts. With an 85,000 sq. ft. teaching hospital, a comprehensive health system, and the Kigutu International Academy, VHW addresses the root causes of poverty and promotes long term, sustainable change.
VHW Core Values
- • Dignity: Every member of VHW’s team must value the inherent dignity in each individual.
- • Excellence: We aspire to excellence in all we do and hold ourselves to the highest standards.
- • Compassion and Justice: These are the heart of our mission and guide all of our actions.
- • Boldness and Perseverance: We are courageous in addressing challenges and persistent in pursuing our goals.
- • Accountability: We are accountable to each other, our community, and those we serve.
Position Overview:
The School Administrative Assistant is crucial to the school’s administrative team. This role involves providing efficient administrative support to the school’s leadership, teachers, and staff. The ideal candidate should have excellent organizational skills, the ability to manage multiple tasks, and a professional demeanor when interacting with students, parents, staff, and visitors. This position requires high confidentiality, attention to detail, and strong communication skills.
Key Responsibilities:
1. General Administrative Support (20%):
- • Manage and organize school calendars, scheduling meetings, appointments, and events for school leaders.
- • Answer phone calls, respond to emails, and direct inquiries to the appropriate staff members or departments.
- • Greet visitors and manage front office operations, ensuring a welcoming and professional environment.
- • Maintain and update student records, attendance logs, and other necessary documentation.
- • Prepare and process school correspondence, memos, and other documents as school leadership directs.
2. Clerical and Office Management (15%):
- • Assist with preparing reports, presentations, and materials for meetings and events.
- • Order and maintain office supplies and equipment; track inventory and reorder supplies as necessary.
- • Manage student attendance records, ensuring accuracy and compliance with school policies and regulations.
- • Coordinate the processing of incoming and outgoing mail and deliveries.
- • Assist in preparing and distributing school newsletters, announcements, and communications to parents and staff.
3. Student and Parent Support (20%):
- • Serve as a liaison between the school administration, teachers, students, and parents.
- • Assist with enrollment, including updating student records and registration and providing relevant forms and information.
- • Assist in scheduling parent-teacher conferences, meetings, and other events as required.
- • Address parent and student inquiries related to administrative matters, providing accurate information and support.
- • Manage student health records, including medication logs and emergency contact information.
4. Financial and Budgetary Assistance (10%):
- • Support the school’s financial processes by assisting in collecting and managing fees, payments, and invoices.
- • Assist in budget tracking and financial reporting for various school programs and activities.
- • Help organize fundraising events, track donations, and manage administrative tasks.
5. Event Coordination and Support (10%):
- • Assist in organizing school events, such as parent meetings, assemblies, extracurricular activities, and special projects.
- • Help prepare materials and documentation for school events and activities.
- • Manage event registrations, coordinate logistics, and ensure smooth event execution.
6. Support to School Leadership (15%):
- • Provide general administrative support to the Principal, Vice Principal, or other administrative staff as required.
- • Maintain confidential and sensitive school records, including staff files, student disciplinary records, and other administrative documents.
- • Assist in the coordination of professional development opportunities and scheduling for staff.
7. Data Management (10%):
- • Enter, update, and maintain school databases and records, ensuring accuracy and compliance with relevant policies and regulations.
- • Run reports for administration, teachers, and staff to track school operations.
- • Monitor the collection and management of standardized tests, assessments, and other student evaluations.
Commitment to Safeguarding:
KIA is fully committed to safeguarding and promoting the welfare of children. All staff members are expected to share this commitment. As part of our safeguarding procedures, the successful candidate must undergo background checks, including a criminal record check and verification of references. Any appointment made will be subject to a satisfactory safeguarding review.
Working Conditions:
• Hours: Full-time, typically Monday through Friday, 7:30AM-4:40PM
Flexibility may be required based on school events or emergencies.
• Environment: This position is based in a school setting with regular interaction with students, teachers, parents and staff. It may involve sitting for extended periods, light lifting, and using office equipment.
How to Apply
a) A cover letter explaining your interest in the role and how your experience aligns with the position
b) Your current resume/CV
c) Contact details for three professional references (including one former supervisor) Deadline
d) Certified copy of diplomas and training certificates
e) Job Certificates
Applications will be reviewed on a rolling basis until October 12, 2025.
Equal Opportunity Statement
Village Health Works is an equal opportunity employer. We value diversity and encourage applications from women, Burundian nationals, and individuals from underrepresented communities.
