Job opening: Project Administrator – Africa Region, WAN-IFRA Women in News

Position: Project Administrator – Africa Region, WAN-IFRA Women in News
Engagement length: December 2022 to October 2023
Engagement type: Milestone-based contract; 50% input

WAN-IFRA Women in News (WIN) aims to increase women’s leadership and voices in the news. It
does so by equipping women journalists and editors with the skills, strategies, and support
networks to take on greater leadership positions within their media. In parallel, WIN partners with
media organisations to identify industry-led solutions to create environments that embrace equality
and navigate the transition to digital to build toward greater financial and operational stability.

Our Vision is a media industry in which women and men are equal. Equal in the way they are
portrayed in news content and equal in their professional roles and treatment in the newsroom
within stable media organisations.

Our Values:
We champion equality and inclusivity
We strive for excellence
We collaborate to drive change and innovation
We are a supportive community
We empower people and organisations
We embrace our differences as our superpower
We challenge the status quo while respecting cultural differences

Women in News has been running leadership development programmes and in-house training and
coaching for 10 years in the Sub-Saharan Arab Region, and 5 years in the Arab region via support
from the Swedish International Cooperation Development Agency. In 2021 we launched in
Myanmar, The Philippines, Indonesia, and Vietnam as part of WAN-IFRA’s strengthening
independent programme, which is supported by the Norwegian Ministry of Foreign Affairs. Each
region is led by a regional director and their supporting extended team. A number of key experts,
reporting into the leadership committee which also includes the executive director, manage
communications, MREL and research/monitoring activities. In total we have trained more than 1000
journalists and editors in media management, career management, digital strategy, newsroom
leadership, gender balance, and managing sexual harassment. WIN actively works with 80 media
partners within its 15 target markets and has a globally oriented implementation team of more than
30 individuals located in more than 20 countries within and outside of intervention countries,
working in a highly collaborative yet almost entirely remote setting.

The Position
This is a key role within the WAN-IFRA Women in News team with responsibility for the successful
coordination and running of various administrative tasks The Project Administrator will work with
Africa Region team members such as Directors, Project Managers, Finance Manager and
Communications Manager and will support the directors as they implement project elements with
high quality standards and in a timely manner. This position has a dual reporting line to the Africa
Regional Director and Director, Advisory and Insights.

General Project Administration – 35%:
● Coordinating project activities, ensuring projects adhere to frameworks and all documentation
and processes are maintained and followed through appropriately for each project i.e., simple
tasks, larger plans as per implementation calendar on Airtable and Annual Work Plan and
flagging potential risks or issues to the Africa Regional Director;
● Managing calendars and scheduling meetings on Airtable/Zoom, arranging assignments/tasks
through communication and collaboration with relevant team members whilst communicating
progress to all involved including task tracking;
● Process documentation and ensuring filing and documentation is kept up to date using WIN
Drive and Airtable and understanding the requirements of WIN from time to time whilst leveraging on the existing project automation to create and update workflows and prepare, organise, and store information in digital form and provide/retrieve necessary documentation/information to internal teams and internal key stakeholders upon request;
● Interface with multiple stakeholders e.g., service suppliers, consultants, partners via email,
phone and break projects into doable tasks and set timeframes and goals and effectively
dealing with queries, enquiries that come through via;
● Meeting administration including scheduling in alignment with implementation calendar,
hosting, recording online meetings and uploading onto Airtable according to set timelines and
preparing necessary presentation materials for meetings;
● Recording/documenting decisions made at meetings e.g., assigned tasks and next steps,
distributing minutes of meetings to relevant team members, and following up on important
actions and decisions from meetings and subsequently, creating progress reports;
● Managing the end to end travel arrangements by liaising with key team members and travel
suppliers in the region e.g., travel agencies for air and train travel, hotels for accommodation,
taxi operators for airport transfers etc. and conducting risk analyses when making these
arrangements; and provide solutions where possible;
● Support the Africa Regional Director in maintaining and monitoring project plans, project
schedules, work hours, budgets, and expenditures on a monthly basis in liaison with the Project
and Finance Teams and assessing project risks and issues and provide solutions where
applicable and support in organising and filing in of expenses and reconciliations for the Africa
Regional Director and team members;
● Support the Africa Regional Director, Director, Advisory and Insights in creating and organising
various spreadsheets and extracting necessary information as required from time to time;
● Generally, coordinating quality controls in workflows and documentation and providing general
administrative support as needed.

Research, Data Management (Entry and Analysis) – 10%
● Work with the directors and project managers/coordinators in ensuring that participant
information collected is clean before it is imported into Airtable;
● Provide robust quality assurance of imported data from Google Sheets onto Airtable;
● Keep track of platforms such as WIN Drive to ensure that the data stored is clean, up to date
and well organised to be easily accessible;
● Support Regional Director in compiling the annual report;
● Manage and handle large data sets, reference materials, digital assets, and relational

Communications – 5%
● Support the Africa Regional Director in planning and implementing strategic communications to
reach, influence and impact WIN’s work in Africa with support from Communications Manager
working in a close and collaborative manner with all stakeholders to achieve the common goal of
enhancing WIN’s overall profile in Africa;
● Ensure WIN Africa project activities, accelerator, advisory, Insights, SIRI are well documented and
captured in powerful, engaging, and consistent way and amplified in critical spaces with support
and guidance from Communications Manager;
● Maintain a database of reference materials, photos, and other digital assets as necessary;
● Support Africa Team to follow up and publicise WIN success stories through appropriate media
platforms to get publicity for events such as leadership hubs, media lounge even in the local
● Build long-term relationships with current and past WINners, media influencers, key stakeholders
and communicate with the media regularly.

Competencies, Skills, and Requirements
● First Degree and 3-5 years work experience as a Project Administrator, Project Coordinator, or
similar role;
● Tech savvy (Strong ICT skills), with ability to come up with new ideas and use online tools such
as Google Sheets/any Excel based platform i.e., hands-on experience with flowcharts, technical
documentation and schedules with first-hand experience and knowledge of project
management software e.g., Microsoft Project, Google Drive, Airtable and high proficiency in
various software packages – Microsoft Office (Word, Excel, Outlook), Google Docs and Sheets;
● Proven technical expertise to ensure high quality and accuracy of data and associated
processes for the data with thoroughness and attention to detail;
● Solid organisation and time-management skills to ensure project deadlines are met with a
strong service orientation;
● Ability to work effectively both independently and as part of a team with strong team spirit,
good communication and collaboration skills are essential;
● Sensitivity and understanding, flexible, open to change and ability to work in a diverse team;
● Excellent interpersonal, verbal communication, writing, presentation skills in English and other
languages such as Swahili, French and Arabic an added advantage;
● Knowledge of file management, transcription, and other administrative procedures.

Key attributes: Collaborative, highly personable, communicative, supportive, and extremely
organised, attention to detail, time conscious and detail oriented.

Interested applicants should send their CVs to by Friday, 18th November, 2022.

WAN-IFRA Women in News is an equal opportunity employer and does not discriminate on any
basis prohibited by race, age, gender identity or sexual orientation, creed, religion and nationality.

WAN-IFRA is the global organisation of the world’s newspapers and news publishers, representing
more than 18,000 publications, 15,000 online sites and over 3,000 companies in more than 120
countries. WAN- IFRA is unique in its position as a global industry association with a human rights
mandate to defend and promote media freedom, and the economic independence of news media
as an essential condition of that freedom.
WAN-IFRA applies a dual approach to supporting media freedom. It addresses political and
structural constraints to media freedom through advocacy and at the same time works to strengthen
the capacity and networks of the media and their representative institutions. This dual approach
allows WAN-IFRA to address challenges to media freedom from multiple perspectives, leveraging
experiences and synergies between advocacy and development projects, partnerships and the
wider expertise of WAN-IFRA’s international community to encourage meaningful change.

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