Programmes Coordinator (Temporary)
London | Full-time, temporary (9 months, with a possibility of extending to 12 months)
The Programmes Coordinator provides extensive support to the Chief Programmes Officer (CPO) and the wider Programmes Department. Key responsibilities include providing support to the CPO with scheduling, travel, expense reports, as well as administering critical aspects of Malala Fund’s Programmes Department, project managing special initiatives, facilitating departmental coordination (including meeting management), providing logistical support for physical and virtual meetings with grantees and programme participants and corresponding with internal and external parties.
Excellent communication skills, time and priority management, strong attention to detail and discretion are essential for this role.
Responsibilities and tasks
- Plans and coordinates diary scheduling for the Chief Programmes Officer (CPO).
- Compiles and helps prepare pre-read documents, interview briefs and trip information to ensure the CPO is well prepared for all meetings and events.
- Manages critical deadlines and special projects for the CPO to ensure smooth implementation.
- Supports other members of the department’s Senior Leadership Team with logistical support for special projects.
- Provides logistical support for travel, including booking air travel, hotels, visas and preparing expense reports.
- Performs other administrative functions as necessary to best facilitate the CPO’s ability to effectively lead the Programmes Department and support Malala Fund’s Executive Leadership Team.
Departmental Administration and Coordination
- Manages the Programmes team’s meeting schedule and agenda, takes notes, tracks departmental decisions and action items and prioritises conflicting needs to follow projects through to successful completion. Works cross-departmentally to ensure coordination across projects.
- Builds, maintains and manages excellent relationships with all members of the Programmes and Executive Leadership Team, grantees and other stakeholders.
- Leads on logistics for group events and supports the Programmes Team in trip scheduling and event logistics, including booking travel and securing visas.
- Coordinate and administer all departmental contracts, invoices, translations and consultant recruitment.
- Ensures key Programmes contacts are captured and recorded in a Salesforce database.
- Compiles Programmes data as written summaries for internal and external stakeholders.
- Helps facilitate onboarding of new Programmes Team staff members.
- As directed by the department’s Senior Leadership Team, project-manages projects for the Programmes department to ensure quality and timely delivery of objectives.
- Develops and implements streamlined processes for furthering efficiencies in team systems.
- Conducts desk research as necessary to advance programme development and expansion.
- Provides scheduling support to senior members of the team as required.
- Upholds the values of Malala Fund.
- Actively contributes to making Malala Fund a diverse and equitable workplace through inclusive practice and openness to different perspectives, cultures and ideas.
- Maintains behaviour and conduct that uphold the highest standards for safeguarding, professionally and personally.
- Acts as a role model for a ‘learning organisation’ culture by seeking insight and using problems as opportunities to learn.
About the Ideal Candidate
Skills and Knowledge (Essential)
- Experience managing communications for high-level political, business and non-profit officials in the UK and/or the US and preferably internationally.
- Experience handling sensitive and confidential information with the highest level of discretion.
- Familiarity of project management, including planning, coordination and monitoring.
- Experience planning and managing events, including facilities and external vendor contracts.
- Experience managing complicated domestic and international logistics – ideally with experience securing travel visas.
- Formal certification in project management such as PRINCE2 or similar.
Experience and Qualifications (Essential)
- 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 written and verbal communications skills
- Availability to occasionally travel both domestically and internationally as needed.
- Pre-existing authorisation to work in the United Kingdom (given temporary nature of position).
- Experience of operating in international settings, especially any of Malala Fund’s programmatic countries.
- Experience with any of the following would be a plus: budget management, large event management, or travel security protocols.
- Strong commitment to Malala Fund’s mission, purpose and values.
- Strong commitment to gender equality, racial justice and other social justice issues.
- Strong commitment to professional development and continued learning.
- Excellent team player with ability to work independently and in collaboration with colleagues at all levels across departments and external stakeholders.
How to apply
Please submit your resume and covering letter through the application link by 28 January 2021.
Please note that due to the very high number of applications we receive when positions are posted, we are only able to respond directly to candidates with whom we wish to move forward in the interview process.
Malala Fund is an inclusive organisation and welcomes applications from under-represented and intersectional groups including BIPOC, LGBTQ+ and persons with disabilities. We are seeking people from different backgrounds, cultures, age, experience and identity, to provide a wide range of experience, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund.
Malala Fund is committed to ensuring the safety of those involved in our work. Our first priority is protecting everyone who comes in direct or indirect contact with our organisation. Malala Fund has a zero-tolerance approach to abuse and exploitation by any of our staff, representatives or partners. We commit to ensuring that those who work with Malala Fund or on our behalf are able to work in an environment that is free from harm. To this end, Malala Fund reserves the right to conduct background checks on prospective and current employees.
About Malala Fund
Registered as a public charity in the United Kingdom and the United States, Malala Fund is working toward a world where all girls can learn for 12 years and lead without fear. We advocate for resources and policy changes needed to give all girls a secondary education. The girls we serve have high goals for themselves — and we have high expectations for leaders who can help them. We invest in developing country education leaders and frontline organisations — the people who best understand girls in their communities — in regions where most girls are missing out on secondary school. We amplify girls’ voices. Malala Fund is building a movement of young education activists who, like Malala, speak truth to power around the world.