Travel & Protocol Assistant at Africa Enterprise Challenge Fund (AECF)
Job Title: Travel & Protocol Assistant
Reports to: Head of HR & Administration
Closing date: 10/02/2026
The role
The Travel & Protocol assistant will be responsible for
coordinating and supporting all protocol and travel arrangements.
The role holder will ensure efficient, cost-effective,
compliant, and timely travel logistics, delivered with precision, while
delivering excellent customer service and adhering to organizational policies
and donor requirements. The incumbent will provide end-to-end support
throughout the travel lifecycle from initial planning and approvals to
post-travel reconciliation.
The role will support operational continuity by maintaining
travel systems, tracking travel patterns, updating compliance documentation,
and ensuring that the organization can account for staff whereabouts at any
time, particularly important for risk, insurance, and emergency response
protocols. It will also manage mobility protocol requirements and logistics,
visas and travel documentation support, and liaison with hotels, embassies, and
service providers to ensure seamless movement.
This role will contribute to organizational effectiveness by
minimizing disruptions, reducing travel costs, enhancing staff experience, and
maintaining reliable data for planning and reporting.
This role will report to the Head of HR &
Administration.
Key responsibilities
- Plan
and coordinate end-to-end travel, including itineraries, flight options,
hotel bookings, ground transport, and meeting schedules.
- Prepare
and process travel requests in compliance with organizational travel
policies, covering approvals, class of travel, routing, and documentation.
- Support
travel claims and reconciliations by verifying that expenses align with
approved itineraries and policy rules.
- Manage
airport transfers, including pickups, entry/exit support, and special
arrangements for visiting dignitaries where applicable.
- Act as
the contact person for staff traveling to handle any changes,
cancellations, rebookings, missed flights, and disruptions, and facilitate
communication with travel agents, hotels, and ground transportation
service providers.
- Assist
with lost luggage, delays, entry refusal, and any hotel issues arising for
stakeholders on travel.
- Provide
visa and immigration support, including preparation of visa letters, entry
permits, alien cards, and other diplomatic or administrative documentation
as required.
- Prepare
and issue confirmed itineraries, travel packs (tickets, bookings,
contacts, agendas), visa/entry documentation packs, event/protocol
checklists, and coordinate with vendors for quotes, comparisons, and
service issue resolution.
- Participate
and contribute to establishing a protocol office for AECF, including
mapping out key issues under this docket, shaping protocols, maintaining
records, and updating policies. Update the relevant host country offices
on protocol norms and travel procedures.
Suitable candidates should:
- Possess
a bachelor’s degree in business administration, travel & tourism
management, or any related field.
- Have
three (3) years of experience in travel coordination, protocol, or
administration, preferably within regional organizations, or in travel
agencies handling international bookings.
- Have
experience managing travel across multiple world regions, including visa
and entry requirements.
- Have
the ability to maintain accurate travel trackers, calendars, and
compliance documentation.
- Have
the ability to manage and prioritize multiple tasks, respond to urgent
travel needs, and have a high level of accuracy and attention to detail.
- Possess
excellent communication, customer service, and problem-solving skills
Program Operations Assistant
The Program Operations Assistant will work with all program staff to support strategic program implementation by providing day-to-day support in the consolidation and coordination of the program activities. The role-holder is also responsible for supporting program transition activities that lead to the successful launch of programs and supporting the competition and implementation activities of different programs. This role is central to the efficient and timely delivery of program commitments at AECF, and the role holder is required to be agile, innovative, and provide a speedy turnaround for processes.
This role will report to the Head of Program Operations.
Program Administration Assistant
Closing date: 18/06/2025
The Role
The Program Administration Assistant will be responsible for providing comprehensive support to the Director of Programs and the programs department. The role holder will provide end-to-end support on the program activities, manage documentation, and ensure that project timelines and objectives are met. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
This role will report to the Director of Programs.
Business Analyst
Reports to: Associate Director- Agribusiness
Closing date: 18/06/2025
The Business Analyst will be responsible for the sector’s performance. This includes providing performance and decision-making support for the Agribusiness sector against the set targets and KPIs per the approved program plan for the year.
The role-holder will develop and maintain the sector’s reporting to ensure the achievement of annual performance targets. They will build dashboards and reports at the program level that will facilitate thorough analysis of outcomes to better understand how well we meet our strategic objectives.
The incumbent will guide budget spending and cost monitoring for the different programs and ensure adherence to donor requirements.
The role will report to the Associate Director – Agribusiness.
Finance Officer
Closing date: 18/06/2025
Purpose of Role
The finance officer will be part of the core finance team at AECF which is responsible for overall financial management. The incumbent will serve as the finance liaison to AECF’s donors and will represent AECF at any donor and program partner meetings and ensure consolidation of the periodic award budgets, financial reports, strong tracking of program expenditures, continual analysis of program cash flow, ensuring compliance with AECF’s and donor policies.
The role holder will also have responsibility over the program general ledger monthly review ensuring ledger data is up to date and accurate to assist in preparation of financial reports to management, donors and the board.
This role will report to the Senior Finance Officer.
Operations Assistant
Job Title: Operations Assistant
Closing date: 18/06/2025
We are seeking an Operations Assistant who will work closely with the Director of Operations (DOO) to design strategies that maximize AECF’s business operations efficiency. The role holder will also provide administrative support to the DOO’s office.