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Team Coordinator

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Job Description - Team Coordinator

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


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