Administration Officer

Who We Are

At Trees for the Future (TREES), we believe farmers have the power to transform the world. For over 30 years, we have been a global leader in agroforestry training, partnering with farming families to build vibrant economies, sustainable food systems, and thriving ecosystems. Through our signature Forest Garden Approach—a proven nature-based solution—farmers restore their land, plant thousands of trees, and grow diverse crops, breaking cycles of climate change and generational poverty. By reclaiming their agency, farmers are creating new possibilities for their families, communities, and the environment. Active in Kenya, Mali, Senegal, Tanzania, and Uganda, TREES has planted over 350 million trees to date. Joining our passionate, collaborative team means empowering farmers to lead lasting change for people and the planet.

In Tanzania, we partner with over 8,000 farmers across Singida, Tabora, Mwanza, and Simiyu, supported by 60 dedicated staff. Together, we will plant 8 million trees this year, restore degraded landscapes, enhance biodiversity, and strengthen local food systems. By adopting the Forest Garden Approach, farmers are leading the charge for sustainable development and creating brighter futures for their communities.

Learn more at trees.org.

The Role

The Administration Officer is responsible for providing front desk office services to support the effective day-to-day operations of Trees for the Future – Tanzania office. S/he will be the first point of contact and resource to all incoming guests and staff. S/he will be responsible for ensuring efficient office management and providing collaborative day-to-day general office management, clerical, logistical and administrative support to the executive functions of TREES in a professional manner. This role plays a critical part in maintaining a well-organized, responsive, and professional office environment, helping to ensure that all administrative processes run smoothly in alignment with organizational standards.

Responsibilities

Front Desk Services

• Manage an efficient and well-informed front desk; represent the organization’s brand by ensuring that visitors and all incoming and outgoing communications are handled with maximum efficiency and professionalism;
• Ensuring that the visitor reception area, front desk and compound are clean, tidy and always neatly arranged;
• Monitor front office equipment (telephones, computer, seating) and ensure it is always in good working order (includes scheduling regular maintenance);
• Receive visitors and incoming communications cheerfully and efficiently; deal with any client, staff, visitor, and consultant requests, immediately if possible, referring to relevant personnel when necessary;
• Ensure efficient processing of courier deliveries, mail, receipt of clients, documents, and correspondence; follow procurement procedures when receiving goods that are delivered by suppliers;
• Initiate admin-related purchase requisitions and upload received invoices for payments processing.

Office Management & Maintenance

• Manage TREES office facilities ensuring an appropriate standard of health & safety, security, and environment is always maintained;
• Ensure that the office is kept secure at all times, liaising with the security company to manage and schedule the guards, ensuring that appropriate security measures are in place and functioning, and overseeing arrangements for managing keys and locking up;
• Ensure that all routine maintenance is carried out to keep the office in a safe and attractive condition, liaising with service providers to ensure that quality work is done;
• Develop and implement a system for recording and responding swiftly to maintenance requests (giving priority to matters of safety), ensuring that the assets staff are using are safe and fully functional; participate in health and safety audits;
• Liaise with the People and Culture Manager to ensure the provision of goods and services for the office;
• Ensure that appropriate contracts/LPOs are drawn up with vendors of office supplies or services (including travel agents and hotels);
• Maintain good relationships with the vendors of office services; ensuring that TREES expectations are clearly communicated & met, and that timely payments are made in return;
• Oversee the office supplies; ensuring that the correct levels of required supplies are kept in stock, re-ordering when necessary, and ensuring that supplies are kept secure and in good condition.
• Manage drivers to deliver excellent support services and maximizes value for money on investment from TREES resources.

Travel Arrangements

• Make travel arrangements for TREES staff and key external stakeholders on TREES business; giving attention to safety, security and wellbeing of the travelers whilst complying with TREES policies and any statutory requirements;
• Ensure full understanding of the needs of the travelers; research and discuss options, and ensure that the travel itinerary and bookings will meet requirements;
• Ensure that a comprehensive plan and itinerary is drawn up and communicated to all concerned; providing visitors with all necessary information (equipment needs, immigration requirements, permits, medical precautions etc.);
• Liaise with Procurement team to ensure that all bookings, travel and any other logistical arrangements are made;
• For arriving visitors, ensure that they are welcomed and provided with all necessary briefings /orientation; during their visit, check to ensure that all is going smoothly and provide support if necessary.

Meetings & Events Management

• Support key meetings and events ensuring that all necessary logistical support is provided so that participants can focus on achieving the purpose of the event;
• Ensure full understanding of the schedule of meetings and events that must be organized and the list of attendees for each one; liaise with participants to schedule suitable times and venues and confirm attendance;
• Organize the logistics associated with meetings and events (e.g. booking venues, organizing equipment, stationery, refreshments, setting up and hosting remote meetings, transport);
• Provide support with the preparation, collation and circulation of agendas, documents and other meeting resources;
• Support with taking minutes, keeping records, and maintaining proper files;
• Manage all office events including scheduling the time.

Who You Are

• Mission-Driven: You are a passionate believer in TREES’ mission and are inspired to support the organization’s operational and administrative needs as it grows and evolves to create a healthier planet and thriving communities.
• Collaborative: You work closely with the Human Resources Business Partner, as well as other teams, to ensure smooth coordination and delivery of office support services.
• Reliable and Professional: You exercise sound judgment in providing administrative support to the Human Resources, Finance, and Operations departments, ensuring confidentiality and accuracy in your work.
• Detail-Oriented and Process-Focused: You are proactive in identifying opportunities for improving administrative systems and office procedures that support the overall efficiency of the organization.
• Clear Communicator: You are able to communicate clearly and effectively with staff at all levels, including explaining administrative processes and sharing updates in a timely and professional manner.

Requirements

• Bachelor's degree in administration, Office Management, or a related field.
• Minimum of 3 years of experience in administrative and office support roles, preferably within the non-profit sector.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational skills and the ability to multitask effectively in a dynamic environment.
• Excellent verbal and written communication skills in both English and Swahili.
• Demonstrated computer literacy, including familiarity with digital filing systems and communication tools.
• A professional and proactive approach with strong interpersonal and problem-solving skills.

Work Environment and Benefits

TREES is an International Organization that strives to be the best home for staff wanting to make an impact on the farmers we serve. We believe that the diversity of our staff contributes to excellence. TREES values collaboration and teamwork that fosters increased engagement and innovation for professional growth.

We offer a multicultural, collegial work environment with a competitive salary, comprehensive medical insurance, workers' compensation, and substantial paid time off, including annual leave and sick leave.

Apply

If this opportunity speaks to you, please apply with 1) a cover letter that explains why TREES’ work excites you and why this role is a fit for you, and 2) your resume by October 24th, 2025. Ensure both documents are shared as PDF or Word documents. We review applications on a rolling basis.

Trees for the Future is an equal-opportunity employer. We do not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information, or other characteristics or any other basis prohibited by applicable law.

We embrace and value diverse skill sets and backgrounds. We are a community of leaders who are proud to represent many different nationals, racial, ethnic, socio-economic, religious, gender, and other identities. Our diversity as a community is our strength, driving our ability to be empathetic, visionary, and effective leaders.

Due to the high volume of applications received, only those selected for an interview will be contacted.