What you’ll do
The 5 key responsibilities of the role are:
- Team reporting, planning and budget support. In collaboration with the Head of Partner Enablement, prepare reports including but not limited to quarterly planning reports, end of quarter reports and all team updates on progress against deliverables, and other materials in preparation for meetings. Support the preparation of presentations, dashboards and reports by collecting data and ensuring information is accurate and up to date.
Priorities, deadlines and risk: Maintain the team's Monday.com priority board and Country Team boards to include tracking milestones, owners and deadlines. Work with team members to obtain updates and escalate any risks. Maintain a team risk register for internal and external activities. - Meetings and action tracking: Coordinate team meetings and workshops e.g. weekly sprint planning and review sessions, including agendas, notes, and dependencies. Ensure meeting notes are recorded and distributed to relevant stakeholders (internally and externally) timely
- Partner programme scheduling: In collaboration with Partner Enablement Leads, schedule required external programme related meetings including but not limited to Software User Training, Training of Trainers and Certification, maintaining a consolidated schedule of key activities across the team and coordinating calendars, participants and resources. Maintain a Master calendar of partner training and other scheduled activities that might interfere with a software deployment, working closely with our Senior Software Support Engineer
- Team travel: Support with logistical travel and accommodation arrangements and communicate with partners and internal stakeholders e.g. HR to share invitation letters for visa applications. Support the Head of Partner Enablement with team budget administration in line with agreed processes.
- Programme materials and documentation: In collaboration with Partner Enablement Leads, set up materials and documentation for new partner programmes and ensure all existing partner programmes have the latest enablement assets available. Track content updates and review dates, and ensure team members have access to the latest approved versions. Oversee and maintain the team’s GDrive, ensuring regular audits, archiving and management of team documentation.
- Quality assurance and feedback: Maintain programme quality assurance checklists and records, track and consolidate findings and liaise with the Senior Partner Enablement Lead on agreed improvement actions. In collaboration with the team, coordinate the collection of partner and end user feedback, keeping track of key actions and timelines for change implementation.
- Product development: Support the Head of Partner Enablement in coordinating the collection of feedback from Partner Enablement Team members on desired product changes to support our scaling plans
Day to Day coordination and central point of contact: Provide day to day administrative and coordination support to team members across Partner Enablement. Act as a central point of contact for requests and information sharing across the function, responding to team queries via email and Discord and directing requests to the appropriate team member. Support onboarding on new team members, coordinating access requests, documentation and intro meetings were relevant. - Systems and processes: Develop and/or implement systems and automated processes that increase the effectiveness and efficiency of administration across the Partner Enablement team. Coordinate effectively with the Partnership and Programmes Team Coordinator where administrative tasks are shared across the teams.
What you’ll bring
The 5 key attributes we have identified for the role are:
- Previous experience as a team coordinator, PA or similar administrative support role, within international development, global health or a related sector
- Strong organisational skills, with the ability to manage multiple workstreams and deadlines
- Experience maintaining digital trackers, project boards and communication tools e.g Monday.com, Discord, Google suite
- Excellent written and verbal communication skills, including clear minute-taking and administrative correspondence
- Strong attention to detail, particularly in documentation, record management, scheduling and action tracking
- A proactive, organised approach to spot what needs doing and comfortable working independently and remotely
- Confident working with stakeholders (internal and external) at different levels of seniority
Experience working in an international context coordinating across timezones and cultures - Strong time management skills and the ability to prioritise tasks effectively, balancing urgent and routine work to meet deadlines