Coordinator at Malala Fund

About The Position

• Reporting to the Chief Executive, Nigeria, the Nigeria Coordinator plays a key facilitative and support role in enabling the smooth and effective functioning of Malala Fund’s Nigeria team. This position supports the Chief Executive, Nigeria, with executive and confidential matters, while also providing day-to-day administrative, logistical, and coordination support to the wider team. Core responsibilities include managing knowledge and relationship systems, preparing background materials and external communications, and ensuring seamless execution of meetings and engagements. The Nigeria Coordinator also helps drive progress by managing cross-team projects and special initiatives with other departments across Malala Fund, helping to keep workstreams on track and supporting collaboration across departments as needed.

Responsibilities

Executive Support to the Chief Executive, Nigeria

• Plans and coordinates the day-to-day schedule for Malala Fund’s Chief Executive for Nigeria.
• Compiles and helps prepare pre-read documents, interview briefs and trip books to ensure the Chief Executive, Nigeria is well prepared for all meetings and events.
• Provides logistical support for travel, including booking travel, hotels, visas and prepares monthly expense reports.
• Performs other administrative functions as best necessary to facilitate the Chief’s ability to effectively lead the Nigeria department.
• Performs other related duties as assigned.

Departmental Administration and Coordination

• Works with the Chief Executive, Nigeria to support budget development and oversight for the department.
• Manages the Nigeria department’s regular meeting schedule and agenda, takes notes and tracks action items.
• Supports team members in trip scheduling and logistics and expense reports as needed.
• Develops and implements new streamlined processes for creating greater efficiency across the department.
• Tracks and logs all high-level advocacy correspondence (in-person and written) and ensures prompt follow-up from relevant personnel where required.
• Ensures that the department’s outputs and key documents are stored in an accessible format.
• Leads on ensuring all new joiners are effectively orientated to the work of the Nigeria department by working with relevant department members to ensure onboarding documents are up-to-date, facilitating presentations on the work of the department and coordinating induction calls with relevant department members.

Project Management and Advocacy Support

• Develop and manage special initiatives: schedules meetings for the working group, takes notes, tracks action items.
• Provides support in drafting reports to highlight the outcomes of the project.
• Assists in the planning of meetings and events for key advocacy moments, including holding responsibility for work plans, budgets, reporting and scheduling and event logistics, including booking travel and securing visas.
• Provides technical support to the department to set up external/virtual workshops and events, ensuring they run smoothly and successfully.
• Attends external meetings as directed, reporting outcomes to the wider team.

Nigeria Office Administration and Coordination

• Tracks and manages office supplies and inventory
• Liaises with vendors, service providers, and building management to address maintenance and operational needs.
• Support the onboarding of new staff by coordinating workspace setup and office orientation.

Qualifications

Essential

• Typically 3+ years administrative experience.
• Proven track record of meeting deadlines and effectively managing multiple tasks.
• Excellent written and verbal communications skills.
• Superior organisation, prioritisation and project management skills with high attention to detail.
• Resourcefulness and ability to work independently and with excellent judgment, taking ownership of a wide range of responsibilities.
• Excellent team player with ability to work in collaboration with colleagues at all levels across departments and external stakeholders.
• Flexibility and willingness to work in situations of flux; ability to work in a fast-paced environment.
• Strong commitment to Malala Fund’s mission, purpose and values.
• Strong commitment to professional development and continued learning.

Desirable

• Knowledge and experience managing communications for high-level political, business or non-profit officials in Nigeria and, preferably, regionally/internationally as well.
• Experience handling sensitive and confidential information with the highest level of discretion.
• Experience managing complicated domestic and international events/travel logistics – ideally with experience securing travel visas.
• Proficient in Microsoft Office Suite and Google Apps.
• Experience with a project management application such as Asana, Monday.com and/or Trello.
• Availability to occasionally travel both domestically and internationally as needed.