Registrar

Organization

Amalgam Leadership Group

Reporting To

Programme Director / Founding Partners

Contract Type

Part Time

Location

Nairobi, Kenya (with periodic travel for programme sessions)

Amalgam Leadership Group is Kenya's premier leadership development programme, delivering cutting-edge, practical and networked learning for senior business leaders across Africa under the defining ethos of “Leaders Together.” The 11-month programme takes cohorts of carefully selected leaders through a transformative curriculum spanning leadership of self, leadership of others, financial literacy, technology, marketing, and organizational culture. Amalgam alumni now number nearly 80 leaders drawn from Kenya, Uganda, Tanzania, Zambia, and beyond, forming a powerful cross-sector network of trust and influence.

The Registrar is the operational heartbeat of the Amalgam Leadership Programme. This role is responsible for the seamless end-to-end administration of the annual programme from the first point of participant contact through to graduation and alumni induction. The Registrar manages participant registration and onboarding, coordinates faculty and session logistics, maintains Amalgam’s digital presence, supports financial administration, and serves as the primary liaison between participants, faculty, alumni, sponsors, and the leadership team. This is a high-trust, high-visibility role that demands exceptional organizational ability, strong interpersonal skills, and a genuine passion for leadership development.

1. Administration

•      Manage all day-to-day administrative functions of the company, maintaining organized filing systems (digital and physical) for all programme records, contracts, correspondence, and reports.

•      Draft and distribute official communications including offer letters, programme schedules, session confirmations, and post-session summaries.

•      Maintain accurate and up-to-date records for each cohort, tracking attendance, participant progress, and key milestones from enrolment through to graduation.

•      Support the Founding Partners with partner-level documentation, convening meetings, generating meeting minutes, and follow-up actions.

•      Carry out any other administrative tasks assigned by leadership to ensure the smooth functioning of the organizations.

2. Participant Registration & Onboarding

•      Manage the full registration process for incoming participants, including application intake, vetting coordination, offer communication, and contract execution.

•      Design and execute a structured onboarding journey that prepares each participant for the launch weekend, ensuring they arrive informed, engaged, and ready to commit to the year-long programme.

•      Maintain a participant database capturing key details, sector backgrounds, organizational roles, and cohort-specific information.

•      Serve as the first point of contact for prospective and enrolled participants, responding promptly and professionally to all enquiries.

•      Coordinate participant logistics ahead of every session, including travel confirmations, pre-reading distribution, and venue access arrangements.

3. Faculty & Alumni Liaison

•      Act as the primary point of contact for all faculty members, managing scheduling, session briefs, material preparation, remuneration, and feedback collection throughout the programme year.

•      Coordinate guest speaker engagements, ensuring timely invitations, briefing packs, logistical support, and appropriate follow-up.

•      Maintain a live faculty calendar and ensure all presenters are fully prepared and confirmed ahead of each monthly session.

•      Nurture and manage the Amalgam Alumni network by coordinating alumni touchpoints especially Whatsapp groups, chapter meetings (e.g., Uganda chapter), and graduation inductions.

•      Facilitate mentor programme logistics, including the scheduling of mentor check-in sessions and coordinating the submission of mentor reports to organizational sponsors.

•      Serve as relationship manager between participants, faculty, alumni, sponsors, and the Amalgam leadership, ensuring clear communication channels and timely coordination across all stakeholders.

4. Digital Marketing & Communications

•      Maintain Amalgam’s digital assets throughout the year and during the annual sales and recruitment period, including the website (www.amalgamleadershipgroup.com), member portal, Linked in Channel, and any social media channels.

•      Develop and schedule content across LinkedIn and other platforms, amplifying programme milestones, participant stories, faculty insights, and alumni achievements.

•      Manage the sales period campaign in coordination with the Founding Partners, supporting lead generation, prospect follow-up, and conversion tracking.

•      Monitor and report on digital engagement metrics, and recommend improvements to online presence and content strategy.

•      Ensure all digital communications reflect Amalgam’s brand standards and are consistent with the programme’s positioning as a premium, African leadership platform.

5. Planning & Logistics

•      Take full ownership of planning and executing the annual launch weekend, ensuring a high-quality, memorable activation that sets the tone for the programme year. (Past venues include Fairmont Mara Safari Club and Serena Sweetwaters Ol Pejeta.)

•      Manage all programme session logistics, including venue sourcing and liaison, catering, accommodation, AV equipment, transport, and on-the-day coordination.

•      In liaison with the partners maintain a master programme calendar, tracking all monthly sessions, speaker engagements, mentor meetings, and the graduation ceremony.

•      Develop run-of-show documents for each session and manage real-time logistics on the day to ensure seamless faculty and participant experience.

•      Coordinate with external vendors and service providers, negotiating favourable terms while maintaining Amalgam’s quality standards.

6. Finance (in Liaison with the Accountant)

•      Carry out basic day-to-day accounting functions including processing invoices, expense claims, and payment requisitions in coordination with the company accountant.

•      Maintain organized records of programme expenditures, vendor payments, and participant fee receipts to support accurate financial reporting.

•      Support the preparation of programme budgets and monitor spend against approved budgets throughout the year.

•      Liaise with the accountant on a regular basis to ensure financial records and taxes are current and reconciliations are completed on schedule, as well as ensuring the accountant prepares the documentation for the annual audit.

•      Proficiency in Sage Accounting is an added advantage.

7. Procurement

•      Source, evaluate, and onboard vendors for programme-related goods and services, including venues, catering, printing, branded materials, technology tools, and travel.

•      Obtain and compare quotations to ensure value for money without compromising on the quality expected of the Amalgam brand.

•      Maintain a preferred supplier register and manage ongoing vendor relationships to ensure reliability and consistency across programme years.

•      Process purchase orders and track delivery timelines, escalating any risks to programme logistics promptly.

•      Ensure all procurement activities comply with the company’s financial controls and approval thresholds.

Qualifications & Experience

•      Bachelor’s degree in Business Administration, Communications, Event Management, or a related field.

•      Minimum 4 years’ experience in programme administration, events management, or a similar coordination role.

•      Demonstrable experience managing multiple stakeholders including senior executives, with professionalism and discretion.

•      Experience with digital content management and social media (particularly LinkedIn) is essential.

•      Familiarity with basic bookkeeping and financial administration; proficiency in Sage Accounting is a distinct advantage.

Skills & Competencies

•      Exceptional organizational and project management skills with a strong eye for detail.

•      Outstanding written and verbal communication skills in English.

•      High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

•      Ability to work independently, manage competing priorities, and meet deadlines under pressure.

•      A proactive, solutions-oriented mindset with the ability to anticipate needs before they arise.

•      Strong interpersonal and relationship-building skills, this role requires warmth, confidence, and the ability to engage effectively with C-suite leaders.

•      Comfort with digital tools including CRM systems, content scheduling platforms, and web-based member portals.

Personal Attributes

•      A genuine passion for leadership development and the growth of African business leadership.

•      High degree of integrity, confidentiality, and professionalism.

•      Adaptable and resilient — able to thrive in a dynamic, entrepreneurial environment.

•      A collaborative team player who also takes full ownership of their portfolio.