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Team Coordinator, Research and Learning

4 months ago

Nairobi, Nairobi Area, Kenya Stratostaff Full time

ROLES AND RESPONSPONSIBILITIES

  • Build, liaise, and sustain relationships with employees, external stakeholders, and the general public as a member of the Research & Learning Team.
  • Provide administrative support to the Senior Director and other Research & Learning staff, including online scheduling of internal and external meetings and appointments, assessing urgency and priority with stakeholders.
  • Compose routine correspondence to support the Senior Director, Research & Learning's interactions with internal staff and external stakeholders.
  • Facilitate internal communication within the Research & Learning Team.
  • Coordinate logistics for project meetings and events, including room bookings, catering, and refreshments.
  • Manage the schedule, agendas, pre-meeting document follow-up, and circulation for meetings of the Research & Learning Team and other relevant meetings as assigned. Capture detailed minutes of team meetings.
  • Coordinate and/or support global travel arrangements, including hotel bookings, ground/air transportation, travel itineraries, meeting briefs, visas, and expense reports.
  • Create, maintain, and update the organization of files and records for teams.
  • Maintain the organization of the database, shared network drives, and SharePoint sites.
  • Assist with project management and special projects.
  • Facilitate the functional onboarding of Research & Learning team members.
  • Provide support in budget preparation and forecasting for Research & Learning work.
  • Manage day-to-day financial tasks, including invoices and other accounts payable.
  • Provide operations support to strengthen coordination and collaboration within the Research & Learning department and between R&L and other Program Departments.
  • Provide technical support on relevant research and learning projects based on areas of expertise and interest.

MINIMUM REQUIREMENTS AND COMPETENCIES

  • Experience in an Administrative Assistant role in a similar fast-paced environment.
  • Strong understanding of finance and budgeting.
  • Ability to use project management tools to support decision-making.
  • Ability to proofread correspondence for correct punctuation and grammar, and produce documents in a well-designed, attractive format with impeccable attention to detail.
  • Ability to quickly assess and prioritize competing interests, including the ability to interpret and apply policies and procedures independently, and use sound judgment and discretion.
  • Proficient in MS Office applications Outlook, PowerPoint, Word, Excel, Office 365, and SharePoint.
  • Strong scheduling, email, and internet/intranet skills.
  • Detail-oriented with a demonstrated ability to produce high-quality work consistently and effectively.
  • Excellent initiative and possess a "take charge" attitude and sense of ownership.
  • Strong communication skills in English written and spoken.