Team Coordinator, Public Affairs and Communications at Stratostaff

Profile Introduction            

Our client one of the INGO seeks to bring on board a Team coordinator who will be responsible for team support to the Public Affairs and Communications. In particular, the role will support the Director, along with the other teams, plus any other assigned team in the Program. The role partners with co-located teams across functions to provide administrative support.

Roles and Responsibilities

• Manage scheduling for the department leadership including calendar meeting requests, plus the entire Public Affairs and Communications team. 
• 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 department, ensuring that the department leadership is prepared for meetings and correspondence and work runs smoothly. 
• Manage travel in coordination with the travel team and other office coordinators 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 and 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.

Minimum Qualifications:

• College diploma or University degree is required. 
• Minimum 5 -10 years of experience in NGO for the position of a Team Coordinator or Administrative Assistant role in a fast-paced environment. Local experience preferred. 
• Excellent prioritization and time management skills. 
• Excellent interpersonal skills, exhibiting grace under pressure. 
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint). 
• 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.
• 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 the Foundation’s values.
• Demonstrate a commitment to organizational values and vision.