Job description
Job Title: Team Coordinator Location: Nairobi Kenya PROFILE INTRODUCTION 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.
ROLES AND RESPONSIBILITIES 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 Requirements MINIMUM REQUIREMENTS AND COMPETENCIES 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