Duration: 3 months
Location: Nairobi, Kenya

Key Responsibilities

Under the supervision of the Forums Manager and Events Officer, the Intern will provide administrative, logistical, and communication support to the Education Programmes and Forums. The role involves assisting in the planning, execution, and follow-up of courses and forums by undertaking the following tasks:

Course-Related Responsibilities

• Track course applications and payments, including issuing invoices, indemnity forms, and following up with applicants to ensure timely payments.
• Prepare and distribute a weekly update on course applicants, detailing the number of applicants and their payment status.
• Draft participant advisories and compile course reading materials in advance to facilitate timely distribution by the Events Officer.
• Respond to inquiries from applicants in collaboration with the Events Officer.
• Maintain an organized record of participant contact details.
• Draft visa letters for teachers and participants, ensuring they are signed by relevant RVI managers and sent on time.

Forum-Related Responsibilities

• Generate post-event data analysis and minutes for Forums and Course meetings.
• Maintain up-to-date contact information in RVI’s central database.
• Assist in drafting short updates on Forum events for the website.
• Support the administrative and logistical preparations for events, both before and after they take place.
• Contribute to the creation of publicity materials for Forums, such as videos, photos, and event invitations.

Courses and Forums Administration & Logistics

• Assist the Events Officer and Education Manager with administrative tasks such as drafting visa letters, making travel reservations, coordinating airport transfers, and completing travel approvals for staff, teachers, consultants, and participants.
• Keep emergency contact details and key stakeholder information updated.
• Provide logistical and administrative support during courses and forums.
• Assist with drafting contracts and handling procurement-related documentation.
• Organize and maintain filing systems for course and forum materials.
• Work with relevant staff in Communications and the Education team to ensure the proper setup and functionality of event equipment, including microphones, sound systems, projectors, screens, and other necessary tools.

Marketing & Communications

• Contribute to the promotion of Courses and Forums.
• Support the creation and timely distribution of marketing materials.
• Maintain and update the master contact list to enhance stakeholder engagement.
• Assist the Communications team in developing and sharing promotional content.

Finance Support

• Help monitor and track expenditures related to Courses and Forums.
• Collect and compile financial documentation to assist the Forum Manager and Events Officer in reconciling expenses.

Person Specification

Knowledge & Qualifications

• Recent graduate with a Bachelor’s degree in a social science field, eager to gain hands-on experience in an organizational setting.
• A proactive, adaptable individual who thrives in a dynamic and fast-paced work environment.

Skills & Abilities

• Strong commitment to RVI’s mission, vision, and values.
• Excellent organizational, planning, and communication skills.
• Strong interpersonal skills with the ability to collaborate effectively with diverse individuals.
• Ability to multitask, work independently, and meet tight deadlines in a team-oriented environment.