Reporting to the Director, Cities, WRI Africa, you will support the WRI Africa Cities Program team with overall administrative and finance support & coordination. This will include providing administrative support for financial management, grants & contracts execution, team coordination, and event logistics, international and domestic travel arrangement support. Additional duties may include communications support review work plans, support recruitment efforts, and other appropriate duties as assigned.

What will you do:

Administrative Support to the Cities team (50%):

Support the Cities program team across all relevant administrative support tasks

Assist in organizing and coordinating Cities program team internal and external meetings

Capture detailed notes and key-take-aways from internal and external meetings, and organize follow-up steps

Record minutes of Cities program team meetings and ensure appropriate follow-up of all internal and external engagements

Use simplified and automated approach office software to create drafts and summaries, including meeting pre-briefs and de-briefs

Manage the process of collecting and distributing weekly internal team updates

Support WRI Africa Cities Program Director to accomplish priority “to-do” list

Assist in liaising with external partners and WRI colleagues across programs and countries

Coordinate recruitment and manage onboarding of new staff members and interns, as needed

Support WRI Africa cities Director and other project managers with fundraising and development efforts Administration

Support project managers in coordinating with external partners and provides close liaison with WRI program and operational staff in WRI Africa and WRI Global offices

Develop and update a systematic and organized file-sharing system and keep project documents updated and centralized

Finance, Grants and Contracts support (30%):

Support processing of contracts, work orders, and other formal documentation for project commitments

Support monitoring of program/project performance against contract requirements

Support documentation for project commitments (i.e., agreements, contracts, payment requests and invoices)

Processes invoices and pay applications for projects in compliance with established governance

Conference, Event & Travel Logistics Support (20%):

Coordinate conference and event logistics for domestic and international meetings and workshops, including venue and catering, invitation dissemination, equipment or translators, travel and visa support for team

Coordinate event participant travel, accommodation, and any per diem support, including the proper documentation and compliance with any grant terms

Support organization of internal and external meetings, workshops, conferences and other dissemination activities

Update event trackers and support coordination and planning of events

Support Cities Program team in international and domestic travel arrangements including visa processing and bookings

Other duties may be assigned

What will you need:

Education:

You have completed a bachelor’s degree in accounting, finance, administration, management or related

Experience:

You have a minimum of 3 years of relevant, full-time work experience in in administrative management, project coordination support, Conference and event management or other nonprofit operations

Must be adaptable to rapidly changing priorities and have the ability to manage varying deadlines

Attention to details particularly regarding grant compliance and contract relationships

Strong process orientation with sensitivity to quality, timelines, and organizational systems

Excellent written and oral communication skills, including the ability to work well in a team

Ability to work independently with minimal supervision, including proactively identifying problems and working with team members to develop solutions

Strong computer skills including high level of comfort with Microsoft Office (Excel, Word, PowerPoint, Outlook), web-based communications (Skype, GoToMeeting), with CRM database (Salesforce) and budgeting preferred

Commitment to WRI’s mission and the values of integrity, innovation and respect that underpin all aspects of our operations

Prior experience working in the development field and preferably in international NGO sector and donor funded projects.

Languages: Verbal and written English proficiency required.