Team Assistant at Stratostaff

 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.