Position: Partnerships and Engagements Assistant

Duration: Full-time

Job location: Kenya, Senegal, Cameroon, Zambia, Zimbabwe.

Start of service: as soon as possible

Job Summary: The Partnerships and Engagement Assistant provides crucial administrative and logistical support to the Partnerships and Engagements Unit. This role ensures the smooth execution of partnership activities, event planning, and stakeholder engagement efforts. The assistant will help maintain partner databases, coordinate communications, and provide logistical support for forums and events, contributing directly to the unit’s strategic goals. Excellent organisational skills, attention to detail, and a proactive attitude are essential for success in this role.

Reporting To: Partnerships & Engagements Officer / Senior Manager, Partnerships & Engagements

Roles and Responsibilities:

Partnership & Research Support:

• Assist in gathering community team updates for the Net Rights Coalition.
• Update and coordinate the Unit monitoring and stakeholder dashboards and flag critical issues for immediate response.
• Assist in maintaining and updating the comprehensive partner and stakeholder database, ensuring all contact information and interaction history is accurate and current.
• Support the drafting, formatting, and proofreading partnership agreements, concept notes, and memoranda of understanding (MoUs) for review by senior staff.
• Schedule and coordinate meetings with existing and potential partners, prepare agendas, and document minutes and action points for follow-up, supported by the P&E Officer.
• Conduct preliminary research on potential new partners, institutions, and donors relevant to PIN’s digital rights and inclusion work.
• Update Unit folders for ease of access and sharing.
• Assist with research for digital advocacy briefs.
• Any work as assigned by the supervisor.

Engagement and Event Support:

• Provide logistical and administrative support for the planning and executing of PIN’s engagements, primarily focusing on the Digital Rights and Inclusion Forum (DRIF) and other events.
• Coordinate event-related tasks such as sending invitations, managing RSVPs, booking venues, arranging travel for staff/partners, and preparing event materials.
• Support the team in managing PIN’s presence at external conferences and workshops, handling registrations and logistical arrangements.

Communication and Documentation:

• Assist in preparing partnership and engagement reports by compiling data and documentation.
• Ensure the effective filing, scanning, and archiving of all partnership and engagement records, agreements, and reports.
• Support the team in distributing publications and research outputs to key partners and stakeholders.

Administrative Duties:

• Manage the unit’s shared calendars and help coordinate the team’s schedule.
• Process partnership-related invoices and coordinate with the finance department on payment schedules.
• Provide any other administrative support as.

Key Performance Indicators (KPIs):

Partnership & Database Management

• Update partner database with verified contacts quarterly
• Draft partnership documents within 3 working days of request
• Schedule meetings and distribute minutes within 24 hours

Event & Engagement Support

• Send event invitations 3 weeks prior and manage RSVPs
• Confirm all event logistics 1 week before activities
• Process travel arrangements 7 working days before events

Reporting & Documentation

• File all partnership records within 48 hours of execution
• Distribute publications to partners within 2 working days
• Update unit dashboards every Friday

Administrative Support

• Process partnership invoices within 5 working days
• Update shared calendars daily
• Complete assigned tasks by weekly deadlines

Monitoring Approach:

• Track through simple deadline adherence (Met/Not Met)
• Maintain task completion logs
• Weekly check-ins with P&E Officer
• Quarterly database quality reviews

Competencies:

• Effective writing, listening and speaking communication skills
• Attention to detail and error-free reporting
• Organising and task management
• Punctuality

Prompt attendance at meetings at least before the scheduled time of such meetings.

• Use of productivity tools—Google Calendar, timesheets, Smartsheet: Use the Google Calendar to schedule tasks and meetings, submit weekly error-free timesheets as and when due, and prompt updates on Smartsheet.
• Integrity and honesty
• Zero reports on mishandling of money, fraud or conversion of official funds to personal use.
• Courtesy and respect for others
• Respect for constituted authority
• Managing and embracing change: Ability to welcome any new direction the Organisation takes.
• Fosters teamwork

Readiness and willingness to work with others on projects.

• Patience
• Personal development
• Creativity and taking initiative
• Achieving results
• Risk management and quality
• Prompt feedback on tasks and acknowledgement of official communication

Education and Experience:

• A first degree in International Relations, Communications, Business Administration, Social Sciences, or a related field.
• At least 1-2 years of experience in an administrative, support, or coordination role, preferably within an NGO, international organisation, or project-based environment.
• Experience in supporting event planning or partnership management is a strong advantage.

Knowledge, Skills, and Abilities:

• Proficient in the use of Microsoft Office Suite and Google Workspace.
• Strong research and information gathering skills.
• Basic understanding of project management cycles.
• Excellent interpersonal and cross-cultural communication skills.
• Ability to multitask and prioritise effectively in a fast-paced environment.
• Fluency in English is required; working knowledge of French is a significant advantage.

Note: This role is hybrid, and the successful candidate must reside in one of the following locations: Kenya, Lusaka, Zambia, Senegal, Cameroon, or Zimbabwe.

Remuneration and Benefits:
Remuneration is between $11000 and $15000 gross annual salary, depending on bilingualism and years of experience. This remuneration package comprises gross yearly salary and reimbursements (housing, transportation allowance, pension, meal allowance, utility allowance, dependant allowance, communication allowance, and bilingual allowance).

Other benefits included are a 13th-month salary upon confirmation, paid vacation, training and development, birthday allowance, medical cover for self, spouse, and up to 3 children, dependent allowance, staff loan scheme, staff lunch, paid maternity leave, and paid paternity leave.

How to Apply:
You can submit your application via https://paradigminitiative.bamboohr.com/careers/51

The application closes on November 12, 2025, but the position will be filled as soon as we find the right fit. If you are the right fit, do not delay sending your application.

Submitting multiple applications for this job opening may reduce your chances of being shortlisted. Only shortlisted candidates will be contacted.

Paradigm Initiative is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.