1. Organizational Email Structure by Role

Email AddressAssigned Staff/TeamPurpose & Usage

admin@instifodhafrica.org

Administrative Officer / School Registrar- Manage student records and staff schedules
- Process certificates, attendance, HR documentation
- Internal notices and memos

contact@instifodhafrica.org

Public Relations Officer / Communications Assistant- Respond to public and media inquiries
- Manage the website contact form
- Coordinate with partners and volunteers

executive@instifodhafrica.org

Executive Director (e.g., Damien Mwambari)- Handle strategic partnerships and high-level communication
- Send/receive proposals, donor emails, board letters

2. Proposed Assigned Staff to Manage Each Email

RoleName (example)Email ManagedResponsibility

Executive Director Damien Mwambari executive@instifodhafrica.org Strategic leadership, donor relations, final decisions

Admin & Academic Affairs Officer[Insert Name] admin@instifodhafrica.org Course records, student matters, HR & internal affairs

Communications Officer[Insert Name] contact@instifodhafrica.org Media, public queries, visibility, email campaigns

3. Internal Guidelines for Using the Emails

admin@instifodhafrica.org

Only used for internal matters: scheduling, staff coordination, student certifications, and logistics.
Must be monitored daily by the admin staff.
Shared inbox access among admin team members.

contact@instifodhafrica.org

Used on the website, brochures, and public platforms.
Auto-response message for general inquiries should be set up.
PR staff should check this inbox twice daily and respond within 24 hours.

executive@instifodhafrica.org

Reserved for high-level external communication.
Used by the Executive Director or trusted assistant only.
Confidential and secure; not shared with general staff.

4. Suggested Email Auto-Reply (for contact@)

Subject: Thank You for Reaching INSTIFODH Africa

Dear [Name], Thank you for contacting INSTIFODH Africa. Your message has been received and forwarded to the appropriate team. We will respond within 2 business days. For urgent matters, please contact: admin@instifodhafrica.org
Sincerely,

INSTIFODH Africa – Communications