Wakati tunapanga ratiba pamoja, kila mmoja wetu anajua majukumu yake yote.

Wakati literally means “time”.
In this sentence, Wakati tunapanga ratiba pamoja… means “When we plan the schedule together…” or “While we are planning the schedule together…”.

• It can express both “when(ever)” and “while”, depending on context.
• Often it introduces a time clause, like English when/while.

Tunapanga comes from:

• tu- = subject prefix for “we”
• -na- = present tense marker (general present / habitual / current)
• panga = verb stem “arrange, plan, organize”

So tunapanga means “we are planning” or “we (usually) plan”.
In this sentence it’s a general/habitual present: whenever we plan the schedule…

Yes, you can say:

• Wakati tunapopanga ratiba pamoja…

Here -po- is a relative/locative marker meaning roughly “when/at the time that”.
Both are acceptable:

• Wakati tunapanga ratiba pamoja…
• Tunapopanga ratiba pamoja…

The version with -po- (tunapopanga) sounds a bit more explicitly like “whenever we are planning”, but the meaning is very close.

Ratiba means “schedule, timetable, program (of events)”.

• It is usually treated as a class 9/10 noun (N-class), like safari / safari, siku / siku.
• In practice, you will most often see it in the singular, because “the schedule” is usually thought of as one thing.

Examples:

• Ratiba ya kazi – work schedule
• Ratiba ya masomo – class timetable

Pamoja means “together”.

• Tunapanga ratiba pamoja – we plan the schedule together.
• Kwa pamoja literally “in togetherness,” often also translated as “together / jointly / collectively”.

Both are fine:

• Tunapanga ratiba pamoja
• Tunapanga ratiba kwa pamoja

Kwa pamoja can sound slightly more formal or emphatic about everyone’s joint action.

Kila mmoja wetu breaks down as:

• kila = each / every
• mmoja (from m- + moja) = one (person) in noun class 1
• wetu = “our / of us”

So kila mmoja wetu literally means “each one of us”.
Note: After kila, the following noun is singular, even though the overall idea is plural (many people treated one by one).

The grammatical subject here is kila mmoja wetu = each one of us, which is singular in Swahili.
So the verb agrees with that singular subject:

• kila mmoja wetu anajua – each one of us knows
• watu wote wanajua – all the people know (here the subject is clearly plural)

In Swahili, verb agreement follows the grammar (singular “each one”), not the “logical” plurality of the whole group.

Majukumu means “responsibilities, duties, tasks, obligations”.

• Singular: jukumu – a responsibility / a duty
• Plural: majuku­mu – class 5/6 noun: jukumu / majukumu

In the sentence, majuku­mu yake yote = “all of his/her responsibilities.”

Yake is the possessive for “his / her / its” (3rd person singular), agreeing with a noun in the ma- (class 6):

• majukumu yake – his/her responsibilities

If you changed the owner, you’d change the possessive, but it must still agree with ma-:

• majuku­mu yangu – my responsibilities
• majuku­mu yako – your responsibilities (sg.)
• majuku­mu yetu – our responsibilities
• majuku­mu yenu – your responsibilities (pl.)
• majuku­mu yao – their responsibilities

Here we’re talking about each person’s own duties, so yake is correct (each one’s responsibilities).

No. Swahili does not mark natural gender in pronouns like English does.

• yake can mean “his”, “her”, or “its”, depending on context.
• So majuku­mu yake yote could be “all his responsibilities” or “all her responsibilities.”

Yote means “all” and is placed after the noun + possessive:

• majuku­mu yake yote – all of his/her responsibilities

It agrees with majuku­mu, which is class 6 (ma-) plural.
For class 6, “all” is yote:

• majibu yote – all the answers
• maji yote – all the water
• majuku­mu yake yote – all his/her responsibilities

Word order is typically: noun + possessive + “all”.

While majuku­mu yote yake would likely still be understood, the natural and standard order is:

• majuku­mu yake yote

The common pattern is:

• [noun] + [possessive] + [quantity word like yote, wote, zote, etc.]

So it’s better to stick with majuku­mu yake yote.

With tunapanga and anajua in the present/habitual sense, the sentence naturally means what usually happens:

• “When(ever) we plan the schedule together, each one of us knows all his/her responsibilities.”

Context could make it feel like a one-time situation, but grammatically it leans toward a general rule or repeated habit.

Yes, with small nuance differences:

• kila mtu anajua majuku­mu yake yote – each person knows all his/her responsibilities (general)
• kila mmoja anajua majuku­mu yake yote – each one knows all his/her responsibilities (context must already tell you which group)
• kila mmoja wetu anajua majuku­mu yake yote – each one of us knows all his/her responsibilities (specifically referring to our group)

The original clearly limits the statement to “us.”