Check your search results here

Project Assistant Job in Nairobi, Kenya

Job Title: Project Assistant

Job Code: PA/PA/150522
 
Number of Positions Open: 1

Reports To: Financial and Administration Manager
 
Location: Nairobi, Kenya

Closing Date: Open Until Filled

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

DO NOT MISS to Subscribe below for the latest jobs to your EMAIL for FREE

Enter your email address:

Delivered by FeedBurner

Want to know the latest news, read great articles, features, jobs and careers? Then click here