Team Coordinator

Job Title: Team Coordinator

Location: Nairobi Kenya

Our client, a leading international non-governmental organization, is seeking to recruit a Team Coordinator.

This role will be responsible for providing high-level executive and administrative support to the Director, Assurance and Enterprise Risk Management, and the Executive Director, Finance & Accounting, as well as to the Finance Leadership Team (FLT). The Team Coordinator will play a key role in enabling the effective delivery of the organization's Impact Strategy by ensuring seamless coordination and support across teams.

Working closely with co-located and cross-functional teams, the successful candidate will provide proactive administrative assistance, manage calendars, coordinate meetings, support documentation, and contribute to the overall efficiency of the department.

• Manage scheduling for the Executive Director, Finance & Accounting's FLT Plus the Director, Assurance & Enterprise Risks Management including calendar meeting requests
  
• Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
  
• Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees
  
• Manage agenda, take minutes at meetings and distribute as appropriate
  
• Lead follow up of key action items for the functional, ensuring that the Executive Director, Finance & Accounting is prepared for meetings and correspondence and work runs smoothly
  
• Manage travel in coordination with the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations
  
• Prepare and submit expense reports accurately and efficiently in line with organizational policies
  
• Compose routine correspondence with the ability to be proactive in identifying the need for writing
  
• Liaise with Public Affairs & communications and colleagues regarding functional communications
  
• Organize & manage, with support from Public Affairs & Communication, the function's events, team retreats, meetings etc.
  
• Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail
  
• Plan, organize and maintain accurate documentation for the function including reports
  
• Maintain organization of the database, shared network drives and SharePoint sites
  
• Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
  
• Provide backup to other executive assistants as required
  
  

• A college diploma or University degree is required.
  
• Minimum 3 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred.
  
• Experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred.
  
• 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