DIRECTOR OF ADMINISTRATION

Collaborative Relationship: Works as an equal partner with the Director of Pedagogy in a collaborative leadership structure

Coordinates With: Head of Pedagogical Team, High School Principal, Head of Learning Support

Supervises: Administrative staff, operations personnel, finance team, advancement staff

Classification: Full-time, 12-month position

About Nairobi Waldorf School Trust

Since 1999, the Nairobi Waldorf School Trust (NWST) has provided holistic and inclusive education to students in Nairobi, Kenya. We currently serve over 550 students across two campuses in Lavington and Karen, offering Kindergarten through High School, including BTEC and IB Diploma options. As the only Waldorf high school in East Africa, we are proud to integrate a unique blend of Waldorf education with rigorous international standards.

Our approach nourishes the intellectual, physical, and artistic development of the child, cultivating each child’s unique contribution for the future through the unfolding of courage, compassion, and truth. NWST is dedicated to providing education inspired by the Waldorf philosophy.

This foundation maximizes the potential for learning, loving, and creating to unfold naturally in children while helping to remove obstacles in their paths. Academics, art, music, and movement are interwoven to meet the developmental needs of the whole child. Through a Waldorf education, we are preparing children to be conceptual thinkers whose self-understanding, compassion, expressiveness, and creative problem-solving skills equip them to take on life to its fullest potential. The health and well-being of the school is created through a strong and engaged community that connects students, parents, teachers, and support staff.

The Role

The Director of Administration manages and develops the school's operational resources in service of its mission, working in a collaborative leadership model with the Director of Pedagogy. This position oversees the administrative, financial, legal, and operational aspects of the school to ensure effective and efficient functioning, allowing the educational programs to thrive across the school's three educational systems: Waldorf (Kindergarten through Class 10), International Baccalaureate (IB) (Classes 11-12), and BTEC. The Director of Administration implements policies approved by the Board of Trustees, oversees plans and budgets, and ensures the school's operational health while upholding Waldorf principles. The ideal candidate will embody the values and ethos of Waldorf education in their administrative approach, bringing both professional expertise and alignment with the school's spiritual and pedagogical mission while understanding the administrative requirements of multiple educational frameworks

Key Responsibilities:

1. Operations & Facilities Management

● Oversee day-to-day operations of the school's non-pedagogical functions

● Manage school facilities, grounds, and maintenance programs

● Ensure a safe, clean, and well-maintained learning environment

● Coordinate transportation services if applicable

● Oversee school security procedures and policies

● Manage procurement of supplies and equipment

● Coordinate use of facilities by school and external groups

● Develop and implement sustainability initiatives

● Support the operational needs of all three educational systems

● Ensure facilities meet the requirements of Waldorf, IB, and BTEC programs

2. Financial Management

● Oversee budget development, implementation, and monitoring

● Manage cash flow and financial planning

● Oversee accounts payable, accounts receivable, and payroll

● Coordinate the annual audit and financial reporting

● Implement financial controls and procedures

● Manage tuition collection and financial aid processes

● Oversee purchasing and vendor relationships

● Report regularly to the Board on financial matters

● Coordinate grant monies for programs and hires

● Ensure financial sustainability while supporting program needs

● Develop multi-year financial projections

● Manage separate budgeting requirements for different educational programs

3. Human Resources

● Manage recruitment, hiring, and onboarding of administrative staff

● Coordinate with Director of Pedagogy on faculty hiring processes across all educational systems

● Oversee employee benefits administration

● Ensure compliance with employment laws and regulations

● Maintain personnel files and records

● Coordinate professional development for administrative staff

● Implement employee policies and procedures

● Manage staff evaluation processes for non-teaching staff

● Support appropriate staffing for learning support services

● Ensure all staff understand the requirements of working within multiple educational systems

● Develop competitive compensation strategies

● Support positive staff morale and workplace culture

4. Safety & Risk Management

● Develop and implement comprehensive safety protocols for all school environments

● Conduct regular risk assessments and safety audits of facilities and practices

● Ensure compliance with health and safety regulations

● Coordinate safety training for all staff members

● Oversee emergency preparedness, including drills and emergency response procedures

● Maintain documentation of safety incidents and responses

● Collaborate with Director of Pedagogy on behavioral safety concerns

● Stay current with best practices in school safety and risk management

● Serve as primary contact for safety concerns from community members

● Ensure appropriate supervision ratios and procedures

● Implement safety protocols for students with special needs

● Develop and maintain child protection policies

5. Advancement & Development

● Lead fundraising and development efforts

● Coordinate annual giving campaign and other fundraising initiatives

● Cultivate donor relationships and stewardship

● Oversee grant applications and reporting

● Develop capital campaign strategies when needed

● Manage alumni relations programs

● Coordinate with development committee of the Board

● Track and report on fundraising progress

● Seek funding for learning support resources

● Develop diverse revenue streams

● Coordinate fundraising activities with school calendar and events

● Ensure transparent communication about school finances with stakeholders

6. Marketing, Enrollment & Communications

● Oversee school marketing and public relations across all educational systems

● Manage the admissions and enrollment process

● Develop and implement student recruitment strategies

● Oversee school communications platforms

● Manage the school's digital presence

● Coordinate production of promotional materials

● Support student retention efforts

● Track enrollment trends and metrics

● Ensure accurate communication about all three educational systems

● Develop enrollment projections and capacity planning

● Coordinate open house events and school tours

● Ensure marketing materials reflect the school's values and educational philosophy

7. Legal & Regulatory Compliance

● Ensure compliance with applicable laws and regulations for all educational systems

● Manage school licensing and registration requirements for all three educational programs

● Coordinate with legal counsel as needed

● Oversee insurance programs

● Maintain required records and documentation for all educational systems

● Coordinate non-pedagogical aspects of accreditation for Waldorf, IB, and BTEC

● Manage contracts and agreements

● Stay informed about changes in educational regulations affecting any of the educational systems

● Ensure all compliance paperwork is properly completed and submitted for each educational program

● Monitor changes in legal requirements

● Develop and maintain school policies in compliance with regulations

● Ensure data protection and privacy compliance

8. Community & Parent Relations

● Address administrative concerns from parents

● Coordinate with parent organizations on administrative matters

● Support organization of community events and festivals

● Manage parent volunteering systems

● Facilitate communication between administration and families

● Support the Parent Association in community building efforts

● Approach parent interactions with warmth and understanding of the Waldorf community spirit

● Coordinate parent education events with Director of Pedagogy

● Maintain clear channels for parent feedback

● Foster inclusive parent community that represents all school constituencies

● Ensure administrative transparency with the parent community

9. Collaborative Responsibilities (with Director of Pedagogy)

Strategic Planning

• Participate in long-term strategic planning with Board of Trustees
• Provide administrative and financial perspectives on school development
• Support implementation of strategic initiatives across all educational systems
• Plan for growth and evolution of educational offerings
• Contribute to mission fulfillment and vision development

Community Development

• Support and foster school culture and community building
• Participate in school festivals, assemblies, and community events
• Facilitate parent involvement and volunteering
• Foster an inclusive community that embraces diversity and supports students with varying needs
• Support the rhythms and traditions of the school year

Enrollment

• Manage enrollment and admissions processes for all educational systems
• Coordinate marketing for student recruitment
• Implement retention strategies
• Collaborate on admissions decisions
• Support transitions between educational systems
• Ensure clear information about different program options

Communication

• Maintain open communication with all stakeholders
• Coordinate internal and external communications systems
• Work with Director of Pedagogy on school-wide communications
• Ensure clarity in communications about the various educational pathways
• Develop systems for effective information sharing

Crisis Management

• Develop and implement emergency plans
• Coordinate crisis response efforts
• Manage administrative aspects of crisis situations
• Ensure appropriate protocols for students with special needs during emergencies
•  Support community healing and recovery aer crises

Budget Development

• Lead budget planning and development process
• Collaborate on resource allocation decisions

Balance financial sustainability with program needs

• Ensure appropriate funding for all three educational systems
• Allocate resources for learning support services
• Develop long-term financial sustainability strategies

Diversity, Equity, Inclusion, and Justice (DEIJ)

• Support and implement DEIJ initiatives and policies
• Implement inclusive administrative practices
• Ensure equitable policies and procedures
• Support administrative aspects of inclusive education
• Foster culturally responsive administrative practices

Learning Support Collaboration

• Work with the Head of Learning Support on administrative needs
• Ensure appropriate resources for inclusive education
• Support compliance with regulations regarding special education
• Facilitate appropriate accommodations from an administrative perspective
• Ensure funding and staffing support for learning support services

The Person

You are a great fit for Nairobi Waldorf School Trust if:

● You believe in holistic education and are passionate about nurturing students' intellectual, emotional, and creative capacities. You see education as more than just academic success but rather the shaping of well-balanced individuals who can think critically, act with empathy, and engage meaningfully with the world.

● You thrive in a collaborative community and enjoy working closely with teachers, students, parents, and school leadership to foster a supportive and inclusive school culture. You understand the importance of relationships in education and lead with warmth, respect, and active listening.

● You appreciate the balance of structure and flexibility. You recognise the need for well-run operations to support a thriving school while also embracing the organic, evolving nature of Waldorf education. You’re adaptable and comfortable navigating both administrative and pedagogical landscapes.

● You’re committed to lifelong learning. Whether it’s engaging with new educational philosophies, refining school policies, or developing faculty leadership, you have a growth mindset and a deep respect for the art of teaching and school governance.

● You lead with integrity and transparency. People trust you because you communicate, make thoughtful decisions, and foster an environment where open dialogue is encouraged.

● You value sustainability and connection to nature. Whether in school design, curriculum development, or operational decisions, you recognise the importance of environmental stewardship and creating a learning environment that respects and engages with the natural world.

This position is perfect for you if:

● You have a Bachelor's degree in business administration, non-profit management, or related field

● You have a minimum 5 years’ experience in educational institutions or non-profit administration

● You have strong financial management and budgeting skills

● You have experience with operational management and systems development

● Excellent interpersonal and communication skills with demonstrated collaborative abilities

● You understanding of and personal commitment to Waldorf education principles and values

● You have demonstrated leadership abilities in collaborative environments

● You have strong organizational and systems-thinking skills

● You have experience with student safety protocols and risk management

● You have evidence of flexibility and adaptability while maintaining sound practices

● You are willingness to learn about the administrative requirements of multiple educational systems (Waldorf, IB, and BTEC)

What You Can Expect

● Educational Impact: You will play a critical role in shaping the growth and sustainability of Waldorf education in East Africa, ensuring the school continues to provide a nurturing and inspiring learning environment.

● Excellence: We strive for a high standard in both education and operations, embracing best practices while honouring Waldorf traditions.

● Culture: We are a warm, engaged, and dynamic community that values collaboration, creativity, and continuous learning.

● Ownership: We believe in autonomy with accountability—giving you the space to lead while ensuring shared responsibility for the school’s success.

● Diversity: Our community is a beautiful blend of cultures, experiences, and perspectives, and we celebrate the richness that comes from that.

Location.

This role is based in Nairobi, Kenya, with work across both our Lavington and Karen campuses. While much of the work will be on-site, occasional travel within Kenya may be required for school-related engagements, training, or partnerships.

Terms of the Engagement

Compensation for this role will be commensurate with experience and qualifications. The position includes a competitive benefits package, including health insurance