Job
Title:        Team
Coordinator

Location:     Nairobi Kenya

 PROFILE
INTRODUCTION

Our client, an international non -governmental organization seeks
to bring on board a Team
Coordinator. Reporting to the Senior Director, Africa Catalytic Impact Fund (ACIF), the
coordinator will provide comprehensive executive support to the Senior Director
ACIF and other ACIF team members. The role collaborates with ACIF teams to
ensure efficient administrative and operational processes, enabling the senior
leadership team to focus on strategic priorities. The team coordinator will
manage various administrative tasks, including scheduling, logistics,
communication, and documentation, contributing to the seamless operation of
ACIF function.

 ROLES AND RESPONSIBILITIES                                                                                                           

• Manage
  the calendars of the Senior Director ACIF and other Directors within the
  function, ensuring seamless scheduling, prioritizing key meetings, and
  coordinating logistics such as room bookings, document preparation, and
  refreshments.
  
• Lead
  scheduling activities in line with the Directors’ work plans, ensuring
  adherence to timelines and efficient use of their time while actively managing
  any conflicts or changes.
  
• Prepare
  meeting agendas in advance, take minutes, and distribute them promptly,
  ensuring all action items are captured and followed up on to ensure tasks are
  completed on time.
  
• Manage
  complex global travel arrangements, including booking flights, accommodations,
  and ground transport, and ensuring the required travel documentation (visas,
  immunizations) is in place, in collaboration with the travel team and office
  coordinators.
  
• Prepare
  and submit expense reports for the Senior Director and Directors, ensuring
  accuracy and compliance with organizational policies and assisting with budget
  preparation, forecasting, and financial management processes.
  
• Organize
  and maintain accurate documentation related to the function, including reports
  and key functional documents, and support operational budgeting and
  forecasting.
  
• Compose
  routine correspondence, identify necessary communications, and collaborate with
  Public Affairs & Communications teams to manage internal and external
  communications.
  
• Coordinate
  events, retreats, and meetings for the department in collaboration with the
  Public Affairs & Communications team.
  Ensure
  effective distribution of correspondence across teams, monitor emails, and
  manage shared databases, network drives, and SharePoint sites to ensure easy
  access and secure storage of relevant documents.
  
• Provide
  backup support to other Team Coordinators as needed and contribute to team
  projects, key initiatives, and strategic projects, demonstrating flexibility
  and responsiveness to emerging needs.
  
  

Requirements

• A college diploma or
  University degree is required.
  
• Minimum
  5 years of experience in an Administrative Assistant role in a fast -paced
  environment. Local experience preferred. 
  
• Familiarity
  with managing scheduling and document management tools (e.g., Microsoft Office,
  SharePoint).
  
• Experience
  in organizing and supporting team events.
  
• Excellent
  prioritization, time management skills & follow -through.
  
• Excellent
  Organizational skills and able to manage multiple tasks in a fast -paced
  environment
  
• Excellent
  interpersonal skills, exhibiting grace under pressure. 
  
• Strong
  communication skills in English; written and spoken, 
  
• Proficient
  in MS Office applications (PowerPoint, Word, Excel, Office 365, and
  SharePoint). 
  
• Detail -oriented
  with a demonstrated ability to consistently and effectively produce high
  quality work. 
  
• Able
  to work independently with little direction or supervision and possess ability
  to coordinate and manage multiple projects. 
  
• High
  Integrity and able to work across various cultures
  
• Ability
  to handle sensitive information with professionalism and discretion.
  
• Proactive
  in identifying and addressing challenges that may arise in scheduling,
  logistics, and communication.
  
• Flexible
  to support a team
  
• Emotional
  maturity
  
• Great
  work ethic
  
• Great,
  positive attitude
  
• Humility