Role Summary

The Junior Project Coordinator provides day-to-day operational and administrative support to the KCC programme team delivering freight electrification and climate logistics initiatives across East Africa.

This is a core execution role ensuring structure, coordination, and continuity across workstreams, enabling senior staff to focus on technical and strategic work.

The primary value is operational reliability: keeping tasks on track, documentation updated, partners coordinated, and logistics executed accurately.

This is not a technical, research, or policy role, but a high-accountability coordination function in a fast-paced environment.

Working Environment

KCC operates in a dynamic regional and international setting where priorities shift quickly and multiple workstreams run in parallel.

The role involves collaboration across East Africa and with international partners, including governments, NGOs, and private sector stakeholders.

The postholder should expect:

• Fast-moving deadlines and frequent task switching.
  

• High-intensity periods around workshops and reporting cycles.
  

• Regular external engagement with partners and suppliers.
  

• Occasional travel within East Africa.
  

• A lean team environment requiring strong individual ownership.
  

Please note: This is not a remote-first role and requires active, in-person coordination within a team structure.

Key Responsibilities

Programme & Task Coordination

• Maintain workplans, task trackers, and milestone schedules across active projects.
  

• Track action items and follow-ups from meetings and partner engagements; chase outstanding items proactively.
  

• Flag risks, delays, and scheduling conflicts early, and propose practical adjustments.
  

• Escalate complex matters appropriately while resolving routine issues independently.
  

• Compile inputs for progress updates, status reports, and board-level summaries.
  

Communication & Correspondence

• Manage shared inboxes, track correspondence, and maintain partner contact databases.
  

• Draft routine external communications and coordination emails on behalf of senior staff.
  

• Maintain distribution lists and ensure timely circulation of programme documents.
  

Documentation & Knowledge Management

• Maintain organised, up-to-date filing systems for programme documents, contracts, and correspondence.
  

• Produce and format documents, presentations, and one-pagers to KCC standards.
  

• Take accurate meeting minutes and circulate agreed notes and action logs within 24 hours.
  

• Support the collation and light editing of reporting inputs and templates.
  

Procurement & Financial Administration

• Support vendor sourcing, quote collection, and purchase-order preparation in line with the organization's procurement policy.
  

• Submit expense reports and reimbursement requests using the prescribed organisational processes.
  

• Maintain accurate records of expenditure, receipts, and reimbursement submissions.
  

• Liaise with the finance function to support timely payment processing and follow-up on outstanding items.
  

Logistics & Event Support

• Coordinate workshops, site visits, learning meetups, and study tours end-to-end—from pre-event planning and on-site coordination to post-event follow-up.
  

• Manage travel bookings, visa arrangements, accommodation, and reimbursements for staff and partners.
  

• Prepare event materials including agendas, briefing packs, sign-in sheets, and post-event summaries.
  

• Liaise with venues, suppliers, and external facilitators on logistical arrangements within approved supplier arrangements.
  

Decision Rights

This role carries full operational ownership of coordination, communication, and documentation. Procurement, financial administration, and logistics are delivered in a support capacity. The postholder manages the process; however, the following decisions remain with the Finance & Administration function:

• Vendor selection, contract award, and vendor relationship management.
  

• Authorization of financial commitments and payments.
  

• Appointment or contracting of venues and suppliers and committing the organisation contractually.
  

Operational Expectations

• Same-day responsiveness to coordination requests.
  

• Strong follow-through on tasks without reminders.
  

• High accuracy in documentation and communication.
  

• Proactive identification of risks and delays.
  

• Strong ownership of assigned work.
  

• Clear escalation when needed.
  

• Discipline in tracking and filing systems.
  

• Ability to manage multiple concurrent tasks.
  

Who Will Thrive in This Role

• Highly organised and adaptable under pressure.
  

• Comfortable managing multiple priorities.
  

• Strong sense of ownership and accountability.
  

• Interested in logistics, coordination, and execution work.
  

• Proactive in asking questions and escalating early.
  

• Motivated by fast-paced, hands-on environments.
  

This role is not suitable for candidates seeking analytical, research, or policy-focused work.

Qualifications & Experience

• Bachelor's degree in a relevant field.
  

• 3–4 years' experience in coordination, operations, or project support.
  

• Experience working in fast-paced, multi-stakeholder environments.
  

• Eligibility to work in Kenya.
  

• Willingness to travel within East Africa.
  

Skills & Competencies

• Strong organisational and time management skills.
  

• Ability to manage multiple workstreams simultaneously.
  

• Strong written and spoken English.
  

• Proficiency in Microsoft Office.
  

• Experience using project tracking tools.
  

• Excellent attention to detail.
  

• Event and logistics coordination experience.
  

• Exposure to procurement or finance processes.
  

Reporting Line & Structure

The Junior Project Coordinator reports to the KCC Senior Manager, Climate and Logistics Africa, with a secondary strong functional reporting line to the Finance and Administration Officer.

Within KCC's lean structure, the role has a strong operational support and escalation line to the Senior Officer HELP Logistics, who is responsible for finance and administrative oversight, ensuring clear decision pathways and operational alignment.

The role carries full day-to-day operational responsibility while remaining supported within a structured oversight system.

How to Apply

Interested candidates should submit their application using the designated Personio application link:

Application Deadline: 1 August 2025