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