ROLES AND RESPONSIBILITIES

Executive and Administrative Support

• Manage and coordinate internal and external meetings, events, and engagements for the Director, acting as an effective gatekeeper while ensuring appropriate access and responsiveness.
• Capture detailed and accurate minutes of meetings, ensuring timely distribution and follow- up on action items.
• Manage the Director’s calendar, prioritize commitments, and resolve scheduling conflicts as needed.
• Support preparation and distribution of correspondence, presentations, and briefing materials for meetings and events.
• Prepare and submit expense reports accurately and efficiently in line with organizational

Coordination and Logistics

• Coordinate all logistics related to events, workshops, and travel — including room bookings, catering, accommodations, ground/air transport, visa, and immunization requirements.
• Support annual and ad hoc planning meetings for the Impact Delivery Country Programs team.
• Maintain content and organization of shared folders and documentation used by the team.
• Organize and maintain files, ensuring secure and efficient record-keeping of program and administrative information.

Communication and Stakeholder Engagement

• Build and sustain strong relationships with coordinators and administrators across our client’s offices, partners, and key stakeholders.
• Support timely and clear internal communications, including distribution of correspondence from the Director to teams.

Team Support and Collaboration

• Establish and maintain the Teams Planner and workplan tracker to support coordination and delivery of team priorities.
• Coordinate and compile materials for meetings and events, ensuring inputs from all relevant teams are received on time.
• Provide backup support to other our client’s coordinators and administrators when needed.
• Support the annual budgeting process and liaise with the Finance Team to track expenditures and budget utilization

Requirements

Academic and Professional Qualifications:

• College diploma or University degree in Business Administration, Project Management, or related field

Experience:

• Minimum 7 years of experience in an Administrative Assistant/Project Management role in a fast-paced environment with local and multi-country experience. Previous experience doing internal communications is an added advantage.

Competencies:

• Excellent prioritization and time management skills.
• Excellent planning and logistical skills.
• Excellent interpersonal skills, exhibiting grace under pressure.
• Excellent communication skills in English; written and spoken.
• Detail-oriented with a demonstrated ability to produce high quality work consistently and effectively.
• Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects to travel across Africa
  Well-established networks of service contractors, relevant stakeholders and partner organizations.
  Pin MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
• Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify our client’s values.
• Demonstrate a commitment to our clients our client’s values and vision.