Project Coordinator- Administration & Communication at Strathmore Business School

JOB PURPOSE:

• The job holder is responsible for providing high-quality administrative, coordination, and communication support to the Project Manager and the wider program team.
• The role ensures the smooth functioning of program operations, manages all internal and external communication, supports documentation and correspondence, and maintains organized
• administrative systems that enable efficient delivery of the multi-year program.

MAIN DUTIES AND RESPONSIBILITIES:

Administrative Coordination & Program Support

• Manage daily administrative operations of the program, ensuring efficient office and workflow management.
• Support the Project Manager by coordinating schedules, meetings, calendars, and action trackers.
• Prepare meeting documentation, take minutes, and follow up on action points.
• Maintain organized filing systems (digital and physical) for program documents, contracts, reports, and correspondence.
• Coordinate logistics for workshops, training sessions, travel, events, and donor engagements.
• Assist with procurement processes by preparing requisitions, quotations, and vendor documentation.
• Support budget monitoring by tracking administrative expenses and ensuring timely documentation.

Communication & Correspondence

• Serve as the central communication point for the program, coordinating all incoming and outgoing correspondence
• Draft, edit, and format internal memos, letters, briefs, emails, and announcements.
• Support the preparation of external communication materials (partner updates, invitations, newsletters, donor briefs, presentations).
• Maintain professional and timely communication with stakeholders, departments, vendors, and implementing partners.
• Coordinate information flow between Pillar Coordinators, PMO, and external partners.
• Manage program branding, templates, and communication standards to ensure consistency.

Documentation & Reporting Support

• Assist with assembling reports, including collecting updates from team members and consolidating inputs.
• Manage documentation of events, workshops, learning sessions, and program activities.
• Maintain accurate records of correspondence, decisions, and approvals for audit and reporting purposes.
• Support the team with data collation, content drafting, and formatting.

Social Media & Digital Communications Management

• Manage the program’s social media presence (LinkedIn, X/Twitter, Facebook, Instagram or institutional platforms).
• Draft and schedule posts highlighting key milestones, events, success stories, and learning moments.
• Work with the RM, APM’s and PMO to ensure content accuracy and alignment with program messaging.
• Monitor engagement analytics and prepare monthly digital performance summaries.
• Create multimedia content (short videos, testimonials, quotes, infographics).
• Ensure compliance with institutional guidelines and safeguarding requirements when posting content.

Stakeholder Engagement Support

• Maintain contact lists, mailing lists, and stakeholder registers.
• Coordinate communication with universities, faculty members, implementing partners, and advisory committees.
• Support donor visibility activities through documentation, scheduling, logistics, and communication materials.

Support to Project Manager

• Provide direct administrative support to the PM, including diary management, task tracking, and preparation of briefing materials.
• Assist in monitoring progress across all pillars by maintaining shared project management tools.
• Support PMO coordination activities (risk logs, agendas, quality checks, action trackers).

JOB REQUIREMENTS:
The post holder will be required to have and demonstrate evidence of the following qualifications, attributes, and skills:

• Bachelor’s Degree in Communication, Business Administration, Social Sciences, Public Relations, or related field.
• 2–4 years’ experience in administrative coordination, communication, or project support roles.
• Excellent communication skills (written and verbal).
• Strong organizational skills with attention to detail.
• Proficient in MS Office, email management, and collaborative tools.

Key Competencies and Skills:

• Strong interpersonal and stakeholder engagement skills.
• Ability to coordinate multiple tasks and priorities under tight timelines.
• High professionalism, confidentiality, and discretion.
• Ability to develop communication content with minimal supervision.
• Creativity in developing communication materials for internal and external audiences.
• Strong team player with ability to work across different pillars and functions.
• Experience managing social media and digital communication channels.