Administrative & Programs Officer at Allan & Gill Gray Foundation

We require an Administrative & Programs Officer to play key multi-faceted support roles in ensuring seamless operations within our work in Kenya. We are looking for an all-round team player able to learn quickly, ready and keen to accept, and execute on new challenges, operate flexibly in a fast paced entrepreneurial environment serving as a personal assistant to the Country Director, Kenya &  Stakeholder Mobilization Lead, Eastern Africa, as well as work with the ecosystem, financial and operations, fundraising, and program teams in planning and coordinating to execution and reporting. Tasks and responsibility areas will change as the teams and programs develop. The position demands a high level of professionalism, discretion and confidentiality, initiative, attention to detail, and interpersonal skills effectively communicating and building relationships at all levels.

Objectives of Role    

• Personal Assistant to the Country Director, Kenya, & Stakeholder Mobilization Lead, Eastern Africa
• Manage the Country Director’s calendar, schedule and coordinating internal and external meetings, and coordinate travel arrangements
• Draft, proofread, and manage correspondence, briefing notes and speeches and presentations.
• Support in maintaining and updating stakeholder contact lists and follow-ups.
• Organize logistics for stakeholder meetings, forums and symposiums including preparation of presentations.
• Support documentation of ecosystem engagements, effects, key takeaways and agreed action items.
• Maintain confidentiality while handling sensitive communications and information.
•  Administrative, Teams & Programmatic Support
•  Prepare well-structured briefs, reports, memos, letters, agreements, contracts, and presentations for internal and external use aligned with AGGP, Jasiri or Wavumbuzi style, branding and marking.
• Support the implementation of project management systems (e.g., Asana) and update task trackers regularly.
• Support teams in maintaining accurate partners and donor databases and tracking activities including proposal deadlines and reporting schedules.
• Assist in organizing in-house meetings and events, coordinating partners-related meetings and events.
• Document agreements and follow-up on action items from meetings and events.
• Where necessary, represent AGGP in delegated activities and report back to the Country Director or the respective Manager.
• Logistics, Operations, Procurement & Finance
• Manage logistics for all programs, teams and talent including recruitment campaigns, program events, team building activities, etc,demonstrating a serious eye for detail, and an obsession with providing a seamless and unforgettable experience.
• Ensure efficient and timely procurement of all administrative, team, and program requirements by procuring, materials, equipment, goods and services, as requested, within scope and within budget whilst complying with organizational policies and procedures and adhering to Kenyan regulations.
• Maintain the petty cash, track expenses, report and make reconciliations as well as ensure processing of invoices, vouchers, etc as per organizational procedures.
• Coordinate invoice processing whilst ensuring the inclusion of all required supporting documents before presentation to the Country Director or respective Managers for review and approval.
• Coordinate travel arrangements and bookings, accommodation, and logistics for local and international meetings and events.
• Maintain cordial working relationships with vendors and service providers.
• Office & Event Management
• Manage office supplies, stationaries and equipment, and the office environment.
• Prepare itineraries and coordinate logistics for events, workshops, teams and programs.
• Maintain calendars of key events, ensuring timely preparation and smooth delivery.
• Serve as the first point of contact for visitors and general inquiries responding promptly while maintaining exceptional service.
• Perform any other duties as assigned.

Experience and Qualifications    

• Bachelor’s Degree in social sciences, business administration or relevant qualification.
• Over 3 years of relevant experience providing administrative and program support as an Executive Assistant, Project Administration, and/or Program Coordinator.
• Proven experience in Microsoft Office and using digital project management tools such as Asana.
• Proven experience working with multiple teams, or startup ecosystems is an asset.