Apply: Girls Not Brides Operations Coordinator

By Gift Ejeh Ojima
December 20, 2023

Deadline: 05 January, 2024

Location: Nairobi, Kenya

Girls Not Brides is seeking to fill the position of Operations Coordinator, Africa team.

Girls Not Brides is the only global organisation uniquely focused on creating and sustaining a worldwide movement to end child marriage and ensuring that this movement leads to tangible change for the girls at risk or affected by the practice.

Responsibilities

Manage the Africa team calendar, including meetings, travel and logistics plans, visa applications and other travel documents
Coordinate the logistical arrangements relating to members, partners, national and regional meetings, and events, in the lead-up, during and after national, regional and global events
Coordinate scheduling, events and regional workshops/convenings logistics and other administrative tasks that may be required for these events
Coordinate any follow-up after meetings with members, including with national partnerships and coalition members
Work closely with the global operations team to support the following areas: managing the workspace for the Africa team in Kenya, payroll and tax, recruitment, onboarding and induction of new team members, including IT setup and other onboarding arrangements
Ensure the smooth running of team operations in Africa
Represent the Africa team in internal discussion groups relevant to operations
Any other administrative support to the Head of Africa Engagement, if and as required
Support the Head of Africa Engagement in financial and administrative coordination, as needed
Work closely with the Head of Africa Engagement to prepare the annual work plan and budget for the Africa team
Review expenditure and prepare forecast for each quarter, along with the Head of Africa Engagement and various country focal points
Support the delivery of timely financial reports, that follow the organisation’s policies and processes
Review financial reports and expense receipts submitted by members as per signed grant/service agreement
Manage the reimbursement process with members and other meeting participants
Follow up on payment schedule for members in region
Support the Senior Finance Officer (based in Kenya) and the finance team to support with due diligence and financial-related matters
Maintain filing systems online and offline and ensure easy accessibility and retrieval of records
Take accurate and relevant team meeting notes or minutes, disseminate key meeting information, and track follow through of action items from meetings
Ensure compliance with the procurement policy of Girls Not Brides
Support the Operations Manager (based in London) to manage procurement of consultants, insurance, operational matters and the assets inventory for the Africa team
Represent the Africa Team in the Girls Not Brides’ Safeguarding secretariat group and act as the safeguarding focal point for the region.
Work closely with the Global Safeguarding Manager to deliver the organisation’s policy, ensure that members’ requirements are communicated to the Global Safeguarding Manager and support country focal points to ensure that members’ capacity building on safeguarding is strengthened
Support country focal points and/or project managers in performing due diligence processes for granting processes
Engage in effective communication and collaboration with team members, management, and external stakeholders to foster a culture of safety and operational excellence
Contribute to larger Girls Not Brides projects and activities (e.g., support for member meetings, advocacy campaigns, etc.), as required
Participate in secretariat-wide activities, such as committees, internal culture-building, trainings and strategic planning
Commit to the mission and vision of Girls Not Brides, putting these at the forefront of all planning, work and actions
Uphold the core values of Girls Not Brides in all areas of work and interactions with colleagues, members, partners, and other stakeholders
Comply with Girls Not Brides’ policies and processes, with note for safeguarding, diversity and inclusion, the code of conduct and data protection
Ensure that internal databases and monitoring information are kept fully up-to-date
Ensure compliance with all Girls Not Brides project management, financial, safeguarding and due diligence requirements.
Commit to ongoing personal development and learning
Fulfil any other reasonable requests for the advancement of Girls Not Brides mission

Requirements

Four+ years of relevant administrative office management experience
A degree in Business Administration or another relevant field.
Proven experience in finance, operations, and administrative coordination, as well as experience of organisational-wide planning, coordination and/or project management, particularly working with diverse teams based in remote locations
Experience in managing work systems and external relations, including consultancy contracts and external service providers and suppliers
Experience in working with database maintenance and management (such as salesforce)
Experience with the maintenance and management of organisational processes and systems
Excellent written and interpersonal communication skills
Excellent administration skills and an ability to meet tight deadlines and a strong ability to coordinate multiple priorities, time constraints and unanticipated events
Knowledge of safeguarding protocols, policies, and best practices
Fluency in written and spoken English
Proficiency in recent versions of microsoft office suite, project management tools, monitoring and tracking systems, and use of databases
Strong interest in and fluency with applying innovative technologies to teamwork; excellent IT problem-solving skills
Excellent communication, networking and interpersonal skills, with the ability to build and maintain relationships remotely
Ability to develop effective working relationships in a multicultural environment
Ability to work unsupervised, a motivated self-starter, with strong problem solving and multitasking skills
Strong commitment to the mission and values of Girls Not Brides including understanding of gender-transformative approaches to empower girls and women and support gender equality
Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
Team player spirit, proactive and able to confidently take initiative and make appropriate decisions.
Highly reliable, organised, and proactive
Willingness to work flexibly and regularly travel internationally, as necessary.
Experience of working with civil society and grassroots movements regionally or internationally
Experience or knowledge with working with salesforce
Experience working with a membership organisation or member-based network
Experience in supporting grants processes
Programmatic experience of working on child marriage or broader work on empowerment of girls and women
Knowledge and experience of gender and its application in programme and network spaces
Knowledge of other relevant languages for the region such as French or Portuguese will be an added advantage