Operations Coordinator NGO Job Feed the Children

NGO Jobs. Feed the Children Jobs

Principal Responsibilities

Executive & Diary Management

• Manage complex executive calendars, including scheduling meetings, travel, events, and appointments.
• Prepare agendas, briefing materials, and take accurate minutes during executive meetings.
• Track action points and follow-up to ensure timely execution.
• Screen and prioritize communication on behalf of senior leaders.

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Project & Workflow Management

• Lead or support the planning, execution, and tracking of strategic and operational projects.
• Develop project documentation including workplans, timelines, risk registers, and performance trackers.
• Coordinate cross-functional teams to ensure project milestones are met and deliverables are submitted.
• Create dashboards and visual reports using Excel, MS Lists, or Power BI to inform leadership decisions.

SharePoint & Information Systems Management

• Administer and govern SharePoint Online sites, libraries, and workflows to support document management and collaboration.
• Establish and enforce SharePoint governance policies (e.g., naming conventions, metadata tagging, access permissions).
• Ensure digital systems are organized, secure, and compliant with data protection and retention policies.
• Provide first-line support and training to staff on using SharePoint, OneDrive, Teams, and related digital tools.
• Drive adoption of digital platforms and lead change management efforts for new systems or updates.
• Identify automation opportunities using Microsoft Power Automate or related tools to streamline workflows.

Knowledge Management & Institutional Memory

• Develop and maintain a centralized digital repository of key documents (e.g., policies, SOPs, decisions, briefings).
• Promote knowledge-sharing practices and maintain executive records for continuity and audit readiness.
• Support onboarding of new executives with briefings, orientation materials, and historical documentation.

Administrative & Operational Support

• Draft, format, and proofread correspondence, reports, and presentations.
• Coordinate procurement requests, budget tracking, and office inventory management.
• Organize internal meetings, retreats, and team events, including logistics and communications.
• Maintain accurate records of administrative procedures, contracts, and executive directives.

Compliance, Contracts & Risk Monitoring

• Ensure administrative processes align with internal policies, donor requirements, and audit standards.
• Track contract lifecycles, key deadlines, and support document reviews and renewals.
• Support internal risk assessments and ensure critical governance documentation is in place and accessible.

Stakeholder Liaison & Communication

• Work with the Communications Department to draft relevant internal and external communications including executive memos and stakeholder updates.
• Manage scheduling and briefing for external engagements, including donors, partners, and board members.

Business Continuity & Contingency Planning

• Contribute to contingency and emergency protocols (e.g., travel disruptions, data loss).
• Maintain updated emergency contact lists and remote work readiness plans.

Executive Travel & Protocol

• Organize international and domestic travel, including visa applications, flights, accommodation, and itineraries for senior executives.
• Track travel budgets, per diems, and ensure compliance with organizational travel policies.
• Build a strong relationship with the procurement department to ensure smooth travel arrangements.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Information Systems, Project Management, or a related field.
• Minimum of 5 years of experience in a similar role supporting senior executives or leadership teams.
• Strong expertise in Microsoft 365 tools, including SharePoint, Teams, Outlook, OneDrive, PowerPoint, Excel.
• Demonstrated experience in project coordination, executive support, and document control.
• Familiarity with cloud platforms, digital systems, and internal knowledge management.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and attention to detail.

Desirable Attributes

• Project Management Professional (PMP) certification or equivalent.
• Experience working in an international NGO or development context.
• Skills in data visualization and reporting (e.g., Power BI, Excel dashboards).
• Knowledge of digital workflow automation and governance best practices.
• Ability to multitask and perform under pressure with minimal supervision.
• Strong interpersonal and cross-cultural communication skills.

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How to Apply

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