Overview

C4Impact Advisory Group (C4Impact) is seeking an experienced and highly organized Administrative Coordinator to provide administrative, coordination, and operational support to the leadership team and wider organization.

The successful candidate will support executive coordination, meeting management, communication systems, travel arrangements, consultant administration, social media management, compliance documentation, and internal systems management. The role requires strong organizational skills, professionalism, discretion, and the ability to work confidently with senior experts, consultants, government partners, donors, and development organizations.

Duty Station: Kigali, Rwanda (Office-based with limited remote flexibility)
Reports To: Managing Director / CEO

Why This Opportunity Matters

This role offers an opportunity to join a mission-driven organization supporting food systems transformation across Africa. The successful candidate will play a central role in ensuring efficient operations, strengthening organizational systems, supporting leadership effectiveness, and contributing to projects involving governments, development partners, donors, and private-sector stakeholders.

Application Tips

To strengthen your application:

• Highlight previous experience supporting senior leadership, executives, or programme teams.
• Demonstrate strong skills in administration, coordination, communication, and organization.
• Include experience managing calendars, meetings, travel arrangements, and confidential documents.
• Highlight experience managing social media accounts and digital communication platforms.
• Mention experience with tools such as Asana, SharePoint, Microsoft Office, or similar systems.
• Show examples of handling multiple priorities while maintaining accuracy and deadlines.
• Submit a concise CV (maximum three pages) and a focused cover letter.

Responsibilities

The successful candidate will:

Meetings, Coordination, and Documentation

• Organize internal meetings, workshops, and partner engagements.
• Prepare agendas and supporting materials before meetings.
• Take accurate minutes capturing decisions, actions, responsibilities, and deadlines.
• Maintain action trackers and follow up on assigned tasks.

Email and Calendar Management

• Manage company email accounts and coordinate communications.
• Respond to routine correspondence and escalate urgent matters.
• Manage leadership calendars and resolve scheduling conflicts.
• Coordinate meetings across different time zones.
• Prepare briefing materials for external engagements.

Social Media and Digital Presence

• Manage C4Impact social media accounts.
• Maintain content calendars aligned with organizational activities.
• Draft, schedule, and publish posts on platforms such as LinkedIn.
• Source content from events, partnerships, and organizational activities.
• Monitor engagement, messages, and comments.
• Maintain website updates and digital archives.
• Prepare monthly engagement reports.

Travel, Logistics, and Administrative Support

• Arrange local and international travel including:
  • Flights
  • Accommodation
  • Ground transport.
• Manage visas, permits, and travel requirements.
• Maintain travel records and compliance documentation.
• Prepare travel packs and support travel-related expense reconciliation.

Contracting, Personnel, and Onboarding

• Manage consultant agreements and documentation.
• Maintain contract registers and renewal reminders.
• Track deliverables, timesheets, invoices, and payments.
• Maintain confidential personnel records.
• Support recruitment logistics and onboarding processes.
• Ensure new staff receive organizational briefings.

Proposal, Donor, and Compliance Administration

• Maintain proposal and funding opportunity trackers.
• Organize compliance documents including:
  • Registration documents
  • Tax clearance
  • Audited accounts
  • Insurance records
  • Policies
  • CVs and references.
• Support proposal formatting and submission processes.
• Maintain ethics and conflict-of-interest documentation.

Systems and Office Administration

• Manage organizational platforms including:
  • Asana
  • SharePoint.
• Maintain project structures, templates, deadlines, and permissions.
• Support staff onboarding on digital systems.
• Monitor overdue tasks and improve workflow visibility.

Requirements

Applicants should possess:

• Bachelor's Degree in:
  • Business Administration
  • Management
  • Public Administration
  • Communications
  • Social Sciences
  • Or related fields.
• 2–3 years of demonstrated experience in:
  • Administrative coordination
  • Executive assistance
  • Office management
  • Programme support roles.
• Experience supporting senior leaders and diverse professional teams.
• Experience preparing meeting minutes and action trackers.
• Experience managing organizational emails and executive calendars.
• Experience managing social media accounts and digital communication.
• Experience arranging international travel, visas, contracts, invoices, and administrative processes.
• Strong command of Microsoft Office.
• Experience using Asana, SharePoint, or comparable digital platforms.
• Excellent written and spoken English.
• Working knowledge of Kinyarwanda.
• Strong confidentiality, professionalism, and discretion.
• Legal authorization to work in Rwanda.

Desirable Qualifications

Additional advantages include:

• Experience in consulting, advisory services, social enterprises, or donor-funded programmes.
• Knowledge of agriculture, food systems, or public-sector advisory environments.
• Experience working with government institutions and development partners.
• Advanced Asana or SharePoint administration skills.

Core Competencies

Ideal candidates should demonstrate:

• Excellent organization and follow-through.
• Ability to manage multiple priorities.
• Strong attention to detail.
• Professional judgement and discretion.
• Ability to anticipate needs and solve problems.
• Clear communication with senior stakeholders.
• Integrity and adaptability in a growing organization.

How to Apply

Interested candidates should submit:

• Curriculum Vitae (maximum 3 pages)
• One-page Cover Letter
• Three Referees

Applications should be submitted by email.