The role of Team Coordinator - Impact Delivery Country Programs involves providing high-level executive and administrative support to the Director of Impact Delivery Country Programs, ensuring efficient coordination, logistics, and communication within the team and with external stakeholders. This role is crucial for managing the Director's operations and supporting the team's ability to execute its priorities effectively.
Roles and Responsibilities
Executive and Administrative Support
- Manage and coordinate internal and external meetings, events, and engagements for the Director, acting as an effective gatekeeper while ensuring appropriate access and responsiveness.
- Capture detailed and accurate minutes of meetings, ensuring timely distribution and follow-up on action items.
- Manage the Director’s calendar, prioritize commitments, and resolve scheduling conflicts as needed.
- Support preparation and distribution of correspondence, presentations, and briefing materials for meetings and events.
- Prepare and submit expense reports accurately and efficiently in line with organizational requirements.
Coordination and Logistics
- Coordinate all logistics related to events, workshops, and travel — including room bookings, catering, accommodations, ground/air transport, visa, and immunization requirements.
- Support annual and ad hoc planning meetings for the Impact Delivery Country Programs team.
- Maintain content and organization of shared folders and documentation used by the team.
- Organize and maintain files, ensuring secure and efficient record-keeping of program and administrative information.
Communication and Stakeholder Engagement
- Build and sustain strong relationships with coordinators and administrators across our client’s offices, partners, and key stakeholders.
- Support timely and clear internal communications, including distribution of correspondence from the Director to teams.
Team Support and Collaboration
- Establish and maintain the Teams Planner and workplan tracker to support coordination and delivery of team priorities.
- Coordinate and compile materials for meetings and events, ensuring inputs from all relevant teams are received on time.
- Provide backup support to other coordinators and administrators when needed.
- Support the annual budgeting process and liaise with the Finance Team to track expenditures and budget utilization.
Requirements
Academic and Professional Qualifications:
- College diploma or University degree in Business Administration, Project Management, or a related field.
Experience:
- Minimum 7 years of experience in an Administrative Assistant/Project Management role in a fast-paced environment with local and multi-country experience.
- Previous experience doing internal communications is an added advantage.
Competencies:
- Excellent prioritization and time management skills.
- Excellent planning and logistical skills.
- Excellent interpersonal skills, exhibiting grace under pressure.
- Excellent communication skills in English, both written and spoken.
- Detail-oriented with a demonstrated ability to produce high-quality work consistently and effectively.
- Able to work independently with little direction or supervision and possess the ability to coordinate and manage multiple projects.
- Ability to travel across Africa.
- Well-established networks of service contractors, relevant stakeholders, and partner organizations.
- Proficiency in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).
- Flexible, adaptable, and able to execute a range of job duties and changing priorities.
- Possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
- Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify our client’s values.
- Demonstrate a commitment to our client’s values and vision.
