Job Title: Team Assistant
Department: Pan African Programs
PROFILE INTRODUCTION
This role is responsible for providing team support to the assigned department
, along with their teams, and any other assigned team in Pan African Programs.
The role partners with co-located teams across functions to provide administrative support.
KEY RESPONSIBILITIES/DUTIES/TASKS
• Manage scheduling for the Senior Advisor, Directors and Heads, including calendar meeting
requests.
• Lead scheduling for all team activities in line with work plans. Plan, coordinate and ensure
schedules are followed and respected.
• Schedule meetings and coordinate related logistics, such as calendar invite, zoom/team links,
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 function, ensuring that the Directors are prepared for
meetings and correspondence and work runs smoothly.
• Manage travel in coordination with the travel team and other 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.
• 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 team coordinators and executive assistants as required.
• Lead on organization of events with activities such as venue booking, participants tracking and travel arrangements, marketing and branding, etc…
• Any other ad-hoc requests as needed.
ACADEMIC AND PROFESSIONAL QUALIFICATIONSRESPONSIBILITIES
• A Relevant University degree is required
COMPETENCIES
Technical Competencies
• Excellent prioritization and time management skills.
• Excellent interpersonal skills, exhibiting grace under pressure.
• Strong communication skills in English; written and spoken, and ability to communicate in
Kiswahili.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
Other Competencies (leadership, Behavioral)
• 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 the ability to
coordinate and manage multiple projects.
EXPERIENCE
• Minimum 3 – 5 years of experience in a Team Coordinator or 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.
• Project and event management experience is an added advantage.
Please apply on the official website using the link(s) below
Apply here
