Team Coordinator - Busia

Key Responsibilities

Program Coordination & Liaison

• Serve as the primary coordination point between SPMs, Program Excellence Officers, and program teams.
• Ensure alignment of workplans across all implementation counties to enhance efficiency, innovation, and impact.
• Facilitate communication, follow-ups, and tracking of action points across teams.
• Act as the program liaison with MEL, Finance, Grants, Operations, and other departments.

Planning & Execution Support

• Support development and alignment of program workplans, timelines, and activity schedules.
• Track progress against deliverables and proactively flag risks, delays, and bottlenecks.
• Support identification, management, and escalation of operational risks affecting program delivery.
• Facilitate planning of staff travel, leave schedules, and team movements.

Meetings & Program Reviews

• Plan, schedule, and coordinate monthly, quarterly, and ad hoc program review meetings.
• Prepare and manage meeting agendas, materials, and logistics.
• Compile inputs, document discussions, and share minutes and action points with stakeholders.
• Support organization of workshops, seminars, and program events.

Performance Tracking & Reporting

• Maintain trackers for key deliverables, milestones, KPIs, and program activities.
• Consolidate updates from SPMs and Senior Managers into structured reports.
• Support preparation of internal and donor reports.
• Ensure timely, accurate, and consistent reporting across teams.

Administrative & Operational Support

• Coordinate logistics for field activities, meetings, and program engagements.
• Maintain organized records of onboarding materials, training decks, trackers, and proposals.
• Support budget tracking and monitoring of expenditure/disbursements for program activities.
• Ensure proper documentation, filing, and record-keeping.
• Coordinate interdepartmental dependencies and manage escalations.

Knowledge Management & Standardization

• Ensure program documentation and learning are captured and shared across implementation counties.
• Maintain centralized repositories for program tools, reports, and resources.
• Promote implementation of organizational policies, processes, and standards across counties.
• Support internal communication by sharing updates, briefs, and learning insights.

Continuous Improvement

• Identify coordination and operational inefficiencies and propose practical solutions.
• Support strengthening of program management systems, tools, and processes.
• Contribute to improving collaboration, accountability, and program delivery standards.

Qualifications & Experience

• Bachelor’s degree in public health, Business Administration, Project Management, or a related field.
• Minimum of 3–5 years’ experience in program coordination, project management, or operations.
• Experience working in multi-stakeholder or matrixed environments.
• Experience supporting donor-funded or development programs is an added advantage.

Key Competencies

• Strong planning, organizational, and time management skills.
• Excellent communication and interpersonal skills.
• Strong coordination and stakeholder management ability.
• High attention to detail and accuracy in tracking and reporting.
• Sound judgment and decision-making capability.
• Proactive, resourceful, and solutions-oriented.
• High level of integrity and ability to maintain confidentiality.
• Strong team player with ability to work across diverse teams.
• Demonstrated commitment to respect, equity, diversity, and inclusion.
• Adaptability in a fast-paced and dynamic environment.

Success Measures

• Strong alignment and coordination across program workstreams and counties.
• Timely and high-quality planning, reporting, and documentation.
• Effective tracking and follow-up of program deliverables.
• Smooth execution of meetings, reviews, and program activities.
• Improved communication and collaboration across SPMs, Senior Managers, and teams.
• Efficient identification and management of program risks and operational issues.