Administrative Coordinator

TERMS OF REFERENCE

Administrative Coordinator

• POSITION AND PURPOSE

OrganisationC4Impact Advisory Group (C4Impact) — Fairview Building, Wing A, KG 622 ST, Kigali, Rwanda. hello@c4impactadvisory.com Reports toManaging Director / CEO. Provides administrative and coordination support to C4Impact’s leadership, and works daily with personnel, consultants, government counterparts, AIM for Scale, development partners, donors and service providers.Duty stationKigali, Rwanda — office-based, with limited remote flexibility. Occasional travel within Rwanda and, exceptionally, to other C4Impact / AIM for Scale countries.EngagementFull-time; fixed term of twelve (12) months, renewable subject to performance and availability of funds. Probation: three (3) months. Governed by the laws of the Republic of Rwanda.

C4Impact Advisory Group is a mission-driven social enterprise supporting countries to deliver ambitious food systems transformation, working alongside governments, development partners, private-sector actors and local stakeholders to co-design context-specific solutions.

The Administrative Coordinator keeps C4Impact’s leadership and operations running. The Coordinator convenes and documents meetings; manages the company email accounts, the leadership team’s calendars and C4Impact’s social media accounts; arranges travel and visas; administers consultant contracting and onboarding; and runs the systems the team depends on — Asana and SharePoint. The role sits at the centre of a diverse team of senior experts and consultants working across several African countries, and the ability to work confidently with all of them is the defining strength of the person who will succeed here. Where competing requests exceed capacity, the Coordinator raises the conflict with the Managing Director rather than absorbing it.

• KEY RESPONSIBILITIES

Meetings, convenings and documentation — Convene recurring internal meetings and circulate agendas and pre-reading at least 24 hours ahead. Minute internal meetings, AIM for Scale working groups, government and partner engagements, workshops and convenings — capturing decisions, actions, owners and due dates rather than verbatim discussion — and issue drafts within 24 hours (internal) or 48 hours (external) for clearance. Maintain a consolidated action tracker and chase owners ahead of due dates.

Email and diary management — Manage the company email accounts — answering routine correspondence, routing the rest and escalating time-critical items the same day. Manage the calendars of the Managing Director and the wider leadership team: resolve clashes proactively, protect focused working time, coordinate across time zones with government, partner and donor counterparts, confirm every arrangement in writing, and issue a weekly look-ahead setting out commitments and the preparation each requires. Assemble briefing packs for external engagements.

Social media and digital presence — Run C4Impact’s social media accounts as a core part of the role, not an add-on. Maintain a content calendar aligned to the organisation’s activities — convenings, missions, partnerships, publications and milestones — and make sure there is always something current to publish. Draft, schedule and publish posts across LinkedIn and the organisation’s other channels, sourcing photos, quotes and short write-ups from colleagues after events. Monitor the accounts daily: respond to or route comments, messages and mentions, and flag anything sensitive to leadership before replying. Keep the C4Impact website current, maintain the archive of published material, and report monthly on reach and engagement.

Travel, visas and logistics — Arrange international and in-country travel for leadership, personnel and consultants — flights, accommodation and ground transport — in line with the C4Impact Travel Policy and procurement procedures. Obtain and file the prior written MD/CEO approval required for all international travel, and MD pre-approval of in-country costs, before any booking is committed. Manage visas, permits and entry requirements end to end, and keep a live register of passport and visa validity and of health, seat and dietary requirements. Issue a travel pack before each trip, reconcile costs well within the two-month documentation limit, and act as first point of contact during disruption.

Contracting, personnel and onboarding — Administer C4Impact Consultant Agreements end to end: prepare agreements from the approved template with Attachments A–D, collect cover information, obtain signatures, maintain the agreement register and flag renewals in advance. Maintain a deliverables tracker across active engagements and alert leads before each falls due. Run the monthly cycle — timesheets and deliverables reports routed for Supervisor approval, invoices checked against the approved level of effort, payment monitored to the thirty (30) day window. Maintain confidential personnel files, the leave register and attendance records; administer recruitment logistics; and run documented onboarding for every new joiner, including briefing on the Code of Ethics.