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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

 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
  • 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 

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