Operations and Administration Coordinator

Feed International is seeking a highly organized, tech-savvy, and proactive Operations and Administration Coordinator to provide comprehensive support to the President and/or senior leadership. This role bridges high-level executive support, project coordination, digital systems management (including SharePoint), and administrative continuity. The ideal candidate thrives in a dynamic, fast-paced environment, manages confidential information with integrity, and plays a key role in supporting strategic execution, compliance, and organizational efficiency.

Works Directly with:

This is a remote-based role reporting to the President of International Operations. In this position, you will coordinate and support operational and administrative functions across our country offices in Central America, Africa, and Asia. You will work closely with teams to ensure efficient processes, smooth workflow, and compliance with organisational policies, while contributing to a culture of accountability, transparency, and operational excellence across our global operations.

Supervisory Responsibility

None

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.

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.

Apply Now