Team Coordinator

JobTitle: TeamCoordinatorLocation:     Nairobi Kenya PROFILEINTRODUCTION Our client, an international non -governmental organization seeksto bring on board a TeamCoordinator. Reporting to the Senior Director, Africa Catalytic Impact Fund (ACIF), thecoordinator will provide comprehensive executive support to the Senior DirectorACIF and other ACIF team members. The role collaborates with ACIF teams toensure efficient administrative and operational processes, enabling the seniorleadership team to focus on strategic priorities. The team coordinator willmanage various administrative tasks, including scheduling, logistics,communication, and documentation, contributing to the seamless operation ofACIF function. ROLES AND RESPONSIBILITIES  Managethe calendars of the Senior Director ACIF and other Directors within thefunction, ensuring seamless scheduling, prioritizing key meetings, andcoordinating logistics such as room bookings, document preparation, andrefreshments.Leadscheduling activities in line with the Directors' work plans, ensuringadherence to timelines and efficient use of their time while actively managingany conflicts or changes.Preparemeeting agendas in advance, take minutes, and distribute them promptly,ensuring all action items are captured and followed up on to ensure tasks arecompleted on time.Managecomplex 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 officecoordinators.Prepareand submit expense reports for the Senior Director and Directors, ensuringaccuracy and compliance with organizational policies and assisting with budgetpreparation, forecasting, and financial management processes.Organizeand maintain accurate documentation related to the function, including reportsand key functional documents, and support operational budgeting andforecasting.Composeroutine correspondence, identify necessary communications, and collaborate withPublic Affairs & Communications teams to manage internal and externalcommunications.Coordinateevents, retreats, and meetings for the department in collaboration with thePublic Affairs & Communications team.Ensureeffective distribution of correspondence across teams, monitor emails, andmanage shared databases, network drives, and SharePoint sites to ensure easyaccess and secure storage of relevant documents.Providebackup support to other Team Coordinators as needed and contribute to teamprojects, key initiatives, and strategic projects, demonstrating flexibilityand responsiveness to emerging needs. RequirementsA college diploma or University degree is required.Minimum5 years of experience in an Administrative Assistant role in a fast -pacedenvironment. Local experience preferred. Familiaritywith managing scheduling and document management tools (e.g., Microsoft Office,SharePoint).Experiencein organizing and supporting team events.Excellentprioritization, time management skills & follow -through.ExcellentOrganizational skills and able to manage multiple tasks in a fast -pacedenvironmentExcellentinterpersonal skills, exhibiting grace under pressure. Strongcommunication skills in English; written and spoken, Proficientin MS Office applications (PowerPoint, Word, Excel, Office 365, andSharePoint). Detail -orientedwith a demonstrated ability to consistently and effectively produce highquality work. Ableto work independently with little direction or supervision and possess abilityto coordinate and manage multiple projects. HighIntegrity and able to work across various culturesAbilityto handle sensitive information with professionalism and discretion.Proactivein identifying and addressing challenges that may arise in scheduling,logistics, and communication.Flexibleto support a teamEmotionalmaturityGreatwork ethicGreat,positive attitudeHumility