Job Title: Project Assistant
Job Code: PA/PA/150522
Number of Positions Open: 1
Reports To: Financial and Administration Manager
Location: Nairobi, Kenya
Summary: Our client is an international organisation that manages the grant-giving programmes of charitable entities by providing strategic advice on programmes and offers them a full array of grant management services.
Job Purpose: The Project Assistant will take day-to-day direction from the Grant Manager for Uganda, Zimbabwe and South Africa and reporting regularly to the Financial and Administration Manager and Regional Director.
Primary Responsibilities:
Handling of incoming grant applications
- Confirm receipt of grant applications or
enquiries and send out grant application forms where appropriate
- Discuss new applications with Grant Manager
and request additional information from applicant when necessary
- Enter applications in the database and update
as needed
- Send out regret letters if application is
declined and approval letters if application is granted
Financial follow-up of approved applications
in accordance with procedures
- Prepare synopsis of the application according
to guidelines for internal website
- Prepare applications for presentation to the
staff meeting
- Enter accurate bank information
- Prepare payment letters for final approval
- Schedule payments in GIFTS-database
- Review of audited financial documents to
assess financial health of organizations in collaboration with Grant
Manager
Monitoring and updating of project
database to ensure timely actions
- Monitor due dates for reports and follow up
Monitor scheduled payments in the event of multi-year grants
- Monitor and follow up on pending applications
in consultation with Grant Manager
- File digital or hard copy of all relevant
documents related to active projects
- Archive projects that have been closed
General and administrative support of
grant manager
- Organize travel arrangements for Grant
Manager: arrange meetings with partners, book flights and hotels, put
together itineraries, compose a travel guide with route and comprehensive
information of projects to be visited
- Provide Grant Manager with analysis from GIFTS
such as number of grants to specific program area, upon request or
pro-actively
- Handle all incoming (e)mail and phone calls
- Organize meetings with (potential) partners,
coordinate papers for meetings (e.g. project write ups)
- Assist in preparation of presentations,
internal and external
- Coordinator expense report
Education:
- Minimum of a Bachelor’s Degree. Master’s
Degree preferred.
Experience and Skills:
- At least 5 years of professional experience in
high-level project assistant, secretarial or organizational function. At
least two years of this experience should be with an international
organization or NGO
- Experience working in Uganda, Zimbabwe or
South Africa preferred
- Demonstrated experience and skills in all
aspects of office administration procedures
- Experience in IT and database administration
- Strong analytical and problem-solving skills
- Excellent communication and interpersonal
skills
- High level of knowledge and competency in
Microsoft Office especially Word, Power Point, Outlook and Excel
- Strong organizational skills including ability
to prioritize and manage time
- Fluent in written and oral English and
Kiswahili
Additional Attributes:
- Ability to work and interact with people from
diverse, professional , social and cultural backgrounds
- Experience in providing general support in a
small team and an experienced team player
- Can work autonomously, effectively managing
workload without continual guidance
- Energetic, willing and ‘can do’ attitude
How to Apply:
Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Project Assistant
Kindly include your current and expected remuneration in your resume
Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Project Assistant
Kindly include your current and expected remuneration in your resume
