Administrative Coordinator

Connect for Impact Advisory Group (C4Impact) is a women-led, mission-driven social enterprise founded by Dr. Agnes Kalibata to support countries deliver ambitious food systems development outcomes. With deep expertise in agriculture, program engagement, and execution delivery, C4Impact brings a unique perspective to food systems transformation. Grounded in a deep understanding of multilateral institutions and the private sector, C4Impact is uniquely positioned to support sustainable impact at scale. Drawing on extensive cross-sectoral expertise in public policy, program delivery, and resource mobilization, C4Impact works alongside governments, development agencies, private-sector actors and local stakeholders to co-design and deliver context-specific solutions for impact.

https://www.c4impactadvisory.com/

TERMS OF REFERENCE

Administrative Coordinator

1. POSITION AND PURPOSE

Organisation	C4Impact Advisory Group (C4Impact) — Fairview Building, Wing A, KG 622 ST, Kigali, Rwanda. hello@c4impactadvisory.com
Reports to	Managing 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 station	Kigali, Rwanda — office-based, with limited remote flexibility. Occasional travel within Rwanda and, exceptionally, to other C4Impact / AIM for Scale countries.
Engagement	Full-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.

2. 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.

Proposals, donor and compliance administration — Maintain a pipeline tracker of proposal, tender and funding opportunities with deadlines, requirements and assigned leads. Keep the compliance file current — registration, tax clearance, audited accounts, insurance, policies, CVs and past-performance references — so that no submission is delayed by a missing document. Format proposals to the prescribed template and annex requirements, run a completeness check and retain proof of submission. Maintain the register of Code of Ethics acknowledgements and conflict-of-interest disclosures.

Systems and office administration — Administer C4Impact’s project management and collaboration platforms — currently Asana and SharePoint: set up and maintain project structures, templates, due dates and assignees; keep boards current so status is visible without anyone having to ask; manage access and permissions; onboard colleagues onto the tools; and run a weekly check for overdue, unassigned or stale items.

3. QUALIFICATIONS AND COMPETENCIES

This is a role for an experienced administrator. C4Impact is not recruiting at trainee or internship level.

Essential

Bachelor’s degree in business administration, management, public administration, communications, social sciences or a related field, and two to three (2–3) years’ demonstrable experience in an administrative, executive assistant, office coordination or programme support role.
Proven experience supporting senior leadership and working across a diverse team of experts and consultants — a strength this role depends on.
Demonstrated experience taking minutes at formal meetings, producing accurate records with action points, and handling meeting logistics.
Demonstrated experience managing company email accounts and executive calendars.
Demonstrated experience running organisational social media accounts — planning and maintaining a content calendar, drafting and publishing posts, responding to messages and reporting on engagement. Shortlisted candidates are asked to show accounts they have run.
Demonstrated experience arranging international travel — visas, bookings and payments — and administering contracts, timesheets, invoices or expense claims against agreed deadlines.
Strong command of Microsoft Office and hands-on experience with Asana and SharePoint or comparable tools; excellent written and spoken English and working knowledge of Kinyarwanda; proven discretion with confidential information; legally entitled to work in Rwanda.

Desirable

Experience in a consulting or advisory practice, social enterprise or donor-funded programme, including exposure to donor compliance and record-keeping protocols.
Familiarity with the agriculture, food systems or public-sector advisory environment in Rwanda, and with working alongside government institutions.
Administrator-level Asana or SharePoint experience — site and permission management, templates, custom fields or automations.

Competencies. Organisation and follow-through — runs parallel workstreams on trackers rather than memory and closes loops without being chased. Accuracy — a wrong flight date or an unapproved booking has real consequences. Judgement and discretion, anticipation, clear communication with senior counterparts, integrity, and comfort in a small enterprise where systems are still being built.

4. TERMS AND APPLICATION

Hours	Forty (40) hours per week, Monday to Friday. Occasional availability outside normal hours is required by agreement — for example when leadership is travelling in another time zone.
Remuneration	Competitive, within C4Impact’s Officer range and commensurate with experience. The package and engagement route are confirmed in writing at offer stage.
Obligations	The Coordinator signs and complies with the C4Impact Code of Ethics and Standards of Conduct. Confidentiality survives the engagement, and all work produced belongs to C4Impact.
How to apply	Send a CV (maximum three pages) with three referees, a one-page cover letter to hello@c4impactadvisory.com by 10/08/2026. Shortlisted candidates will have a phone interview followed by a face to face interview. C4Impact is an equal opportunity employer and charges no fee.