COORDINATOR / ADMINISTRATIVE OFFICER / OPERATIONS OFFICER

1. Key Responsibilities

1. Administrative & Meeting Management

• Schedule, reschedule, and coordinate internal and board meetings.
• Draft agendas, minutes of meetings (MoM), and circulate them.
• Maintain and update organizational calendars and event schedules.
• Organize technical meetings, workshops, and conferences.
• Create and manage communication channels (e.g., WhatsApp groups).

2. Financial & Contract Oversight

• Prepare, review, and post-tax updates on websites and social media in coordination with the communication officer.
• Manage membership fees, reminders, and payment collections.
• Draft, review, and finalize contracts.
• Issue invoices, receipts, and financial documents.
• Follow up with banks for Statements of Account (SOA).
• Handle reimbursements, salary pickups, and financial settlements.
• Coordinate with auditors and financial consultants for compliance.
• Oversee day-to-day execution of high-priority initiatives
• Manage project budgets, procurement, and logistical arrangements in compliance with ALDIC's financial policies and donor requirements.
• Develop and maintain robust monitoring frameworks, including KPIs, risk registers, and adaptive management protocols.

3. Documentation & Compliance

• Prepare and submit documents for MOF (Ministry of Finance) and MOI (Ministry of Interior).
• Follow up on signatures, approvals, and certifications.
• Draft and review narrative reports, log frames, and project documentation in coordination with the project manager.
• Maintain updated records of members and contracts.
• Ensure compliance with legal requirements and government filings.

4. Communication & Outreach

• Draft and share official letters, social media posts, and press releases.
• Share articles, updates, and organizational news across platforms.
• Respond to inquiries from partners, stakeholders, and government officials.
• Coordinate with external organizations for collaborations and partnerships.
• Manage branding materials (logos, booklets, flyers).

5. Project & Partnership Support

• Support project proposals, outlines, and ideas
• Coordinate with project managers and consultants for deliverables.
• Track progress of funded projects and ensure reporting compliance.
• Liaise with external experts and consultants for technical input.

Desirable Attributes

• Detail-oriented and proactive.
• Ability to multitask and prioritize under tight deadlines.
• Strong interpersonal and stakeholder management skills.
• Problem-solving and analytical thinking.
• Commitment to organizational values and integrity.

Success in this role will be measured by:

• Proper monitoring and evaluation of organizational processes to ensure efficiency.
• Proper development and implementation of operational policies and procedures.
• Ensuring alignment of daily operations with strategic goals.
• Identifying areas for improvement and proposing solutions.
• Overseeing resource allocation and ensuring optimal use of organizational assets.

Essential Requirements

• Bachelor’s degree in Business Administration, Management, Finance, or related field.
• Minimum 3–5 years of experience in administration, finance, or project coordination.
• Strong organizational and time management skills.
• Financial literacy and ability to manage contracts and payments.
• Excellent written and verbal communication skills.
• Proficiency in drafting reports, agendas, and official documents.
• Familiarity with government compliance processes (MOF, MOI).
• Digital proficiency (Excel, PowerPoint, Word, Outlook, online platforms, social media).