Project Coordinator - Sage X3 ERP Implementation

Project Coordinator, Sage X3 ERP Implementation

Location: Nairobi, on-site
Department: Tech Engineering
Reports To: F4E Project Manager, Sage X3.
Job Type: Contractor
Also supports: CIO and CFO as program sponsors

About Food4Education
Food4Education is an award-winning, African-led nonprofit tackling classroom hunger with a locally rooted, scalable model. Building on more than a decade of learning by doing, we’re powering a new school feeding industry and sharing our blueprint to scale sustainable, nutritious and affordable school feeding programs across Africa. 

Today, we serve over 600,000 learners daily in Kenya, but what we deliver goes beyond the meal. Each plate improves nutrition, fuels learning, and creates jobs that uplift entire communities. We are an experienced, trusted non-profit partner that operates with the excellence of a global business, reinvesting the value we create into local economies.

Over the past decade, F4E has scaled its reach exponentially, serving 160 million cumulative meals since its inception, and growing from just 25 children fed daily in 2012 to over 600,000 learners receiving meals every single day in 2026. With our presence now spanning 13 counties, we’re delivering daily meals to children in 1,650+ public schools and ECD centers. Parents pay for these meals through a mobile money system linked to NFC wristbands, which their children wear and ‘Tap2Eat’ in under 5 seconds to access their meal. 

F4E is growing quickly. Our mission is to scale a model that prioritises efficient supply chain management and sustainable sourcing, so we can continue lowering the cost of school meals. We have served over 150,000,000 meals since 2012 and are expanding to reach 1 million learners in Kenya by 2027 and another 2 million across Africa by 2030.

Our Values
At Food for Education, our values are guiding principles that provide us with purpose and direction and set the tone for our interactions with all stakeholders:

• Build with excellence and curiosity - We’re not afraid to try new things and iterate as much as we can to find the best and most efficient way to get results; 
• Be the change you seek - We acknowledge that continuous improvement is a shared responsibility; 
• We do what we say; and say what we do - We embrace an ownership mentality;
• Ask why; and commit - Share openly and question respectfully, and commit fully. When we understand the why, we are able to work with a purpose.

Why we need this role
Key ongoing projects, i.e the ERP (Sage X3), Data Project, and Tap2Eat V2 programs, plus broader PM-office coordination specifically for Sage X3. Our project manager is dedicated at 50% and also runs the Steering Committee. The implementation partner has a full-time Project Manager. We need a coordinator to support the project manager in tracking Milestones, governance materials, closing open action items, and supporting stakeholder engagement.  This is to allow the project manager to focus on delivery.

Key Responsibilities

Project coordination & tracking

• Maintain project plans, milestone trackers, and charters for ERP and TAP V2; flag slippage/dependencies early.
• Own the RAID log for both programs; follow up to closure.
• Support the ERP–V2 Technical Working Group with scheduling, pre-reads, follow-through.
• Coordinate UAT logistics, including scheduling, participants, and the defect log
• Coordinate training logistics, including scheduling, attendance, and materials
• Maintain document control for plans, specifications, sign-offs, and approvals

Governance & meeting support

• Schedule/prepare agendas for SLT touchpoints, ERP/V2 Programme Committee, and external partner sessions.
• Structured notes, decisions, action items tracked to completion.
• Act as Steering Committee support: pre-reads, minutes, decision log, and follow-up on actions between meetings
• Keep a single register of dependencies between Sage X3 and our other technology initiatives
• Track department readiness checklists through to sign-off

Reporting & documentation

• Maintain Project Charter and Weekly Status Report (F4E templates) for both programs, keeping charter and execution tracking separate.
• Consolidate weekly status for PM, SLT, and Fractional CIO.

Stakeholder liaison

• Day-to-day contact for Finance/ERP committee, V2 tech team, external partners.
• Coordinate site-visit and working-session logistics.

Broader PM office support

• Support the PM on other cross-functional coordination under the CIO engagement.
• Help refine/right-size F4E's lightweight PM templates (charter, status report).

What they will not do
Own the plan, make functional or finance decisions, manage the implementation partner, or perform configuration, data migration, or testing sign-off.

What we need in a candidate

• Three or more years coordinating ERP or similar enterprise system implementations
• Hands-on Microsoft Project skills. They must be able to read, understand and maintain a live schedule.
• Experience supporting a steering committee or similar governance forum, including minutes and decision logs
• Strong written English. Their minutes and status reports go to the CFO and CIO.
• Willing and able to chase senior staff and vendor staff for overdue inputs. 
• Available for occasional early-evening calls to overlap with a US-based CIO

Preferred but not required: Sage X3 or Sage 300 exposure, NGO experience, change management or training coordination background, PMP or PRINCE2.

What is in it for you?
We have a strong culture of constant learning and we invest in developing our people. You will have weekly check-ins with your manager, and regular feedback on your performance. We hold career reviews every six months and set aside time to discuss your aspirations and career goals. You will have the opportunity to shape a growing organization and build a rewarding, long-term career.

Join Us
To apply, please submit your updated CV and answer the application questions listed. All applicants will receive communication on the outcome of their application, regardless of outcome..

We are committed to building an inclusive workplace where diverse perspectives are valued and people are supported to do their best work. We welcome applications from candidates of all backgrounds and lived experiences and make employment decisions based on merit, potential, and alignment with our values.