Office and Team Manager

Lwala Community Alliance

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Job Summary

Office and Team Manager (US)

Job Description

Women, BIPOC, and East Africa and Kenya Diaspora are especially encouraged to apply.

Reports to: Mary Mulliken, Individual Giving Manager

Location: must be based in Nashville, TN (USA)

Other Information: This position is hybrid. At least 2 days in the office is required. This position could be full time or part time

About Us

Lwala Community Alliance (Lwala) is a community-led innovator proving that when communities lead, change is drastic and lasting. We work with communities in an all-out effort to drastically reduce child and maternal mortality while proving that bottom-up approaches can effect systems change. Our dedicated, passionate, and multicultural team of professionals and Community Health Workers bring together decades of work experience in global health, research, and operations management. Over the coming five years, we will be expanding our impact to reach over 1 million people in Migori county while contributing our expertise to developments in global health.

As a team member at Lwala, you can expect to make a difference through your work and to have a direct impact on the achievement of our mission. You will enjoy a flexible and amiable work environment where everyone’s contribution matters and have an opportunity for career and self-development. We believe that growth is only possible through collaboration and consultation, and our team is the most important to us.

The Office and Team Manager is a two-part position that provides foundational support to all departments of the U.S. Team while bridging Kenyan and U.S. work priorities and workflow.

1. Assistant to the US-based Co-CEO and team at-large. Purpose is to make the executive team a better, faster, stronger, and more effective unit by creating capacity for senior leaders to focus on the most important tasks. This position serves as a sounding board and a process-creator for new systems and processes. The Team Manager supports scheduling and workflow coordination. He/she liaises with the Board of Directors, coordinates travel, and may be exposed to sensitive organization information that others on the team may not be privy to.
2. U.S. Office Manager. Purpose is to oversee a growing U.S. team (including Nashville-based interns), manages HR processes, coordinates events, manages office administration, coordinates and leads team building, supports communication, and manages donor relations and donor processing

Job Responsibilities

Assist U.S. Co-CEO and U.S. Team

• Support scheduling for Co-CEO and other team members, U.S. and Kenya-based, as needed
• Provide Co-CEO leverage in moving projects forward by assisting with information gathering, communicating with different parties, developing and monitoring plans, keeping track of responsibilities, etc.
• Support in organization of team meetings and take notes as needed
• Track, communicate, and arrange travel for Co-CEOs and support other team travel
• Coordinate board meeting logistics and board book compilation
• Assist in research and preparation for conferences

Human Resources:

• Oversee human resource functions for a growing US team
• Stay up to date on legal policies and compliance, keeping the team informed
• Develop internal human resource policies and systems
• Assist in managing our health insurance, retirement programs, etc.
• Cultivate a positive working environment and look after the health, safety, and welfare of all team members
• Co-create, plan, and support in-person events

Development:

• Manage donor database
• Process donor payments and monthly donations
• Assist with mailings and special campaigns
• Coordinate, track, and mail donor thank you’s
• Assist with special events

Finance:

• Support reconciliation of donor database with accounting records
• Ensure registrations, certificates, insurance policies, and other forms of compliance are up to date
• Support yearly financial audit, co-create yearly budget, co-manage finance spreadsheets

General:

• Recruit, interview, and supervise Nashville-based interns and volunteers
• Perform regular website updates
• Support communication, development, and advocacy teams with social media, newsletters, and editing quarterly and annual reports
• Troubleshoot technology upgrades and issues
• Open, sort, and track incoming mail correspondence
• Order and maintain office supplies
• Assist in all aspects of general office coordination
• Perform general clerical duties to include, but not limited to, errand running, purchasing, printing, copying, and mailing

**Other duties as assigned

Qualifications

Education:

• Bachelor’s degree in relevant field preferred

Skills and Experience:

• Strong written and oral communication
• Excellent problem-solving skills and ability to work independently
• At least 2 years of office work experience, preferably in an executive assistant or office manager role
• Ability to manage multiple tasks with varying deadlines
• Experience working with Constituent Relationship Management (CRM) software
• Microsoft Suites (including Excel) and Google Suites skills preferred

Critical Qualities:

• Detail and task-oriented
• Optimistic, positive, and resilient
• High level of patience, with ability to quickly react to unexpected priorities
• Demonstrated interest in global health, international development, or social justice
• Sound judgment and professional maturity
• Resourcefulness, creativity, and strong problem-solving skills

This position requires some weekly errand running and reliable transportation is a necessity. This position is hybrid – some in-office work will be required.

Additional Information

Benefits

How to Apply

To Apply:

Please send the following to mary@lwalacommunityalliance.org

• Current CV/resume
• Letter of Interest detailing related skills and experience
• 3 professional references with name, title, email, phone contact, and relationship to the applicant

Applications will be accepted until the position is filled.

Details

• Date Posted: May 16, 2023
• Type: Full-Time
• Job Function: Administrative
• Service Area: Other