Responsibilities
- Proposal Development
- Support in tracking project proposal
documentation, including logging all project documents in the OCS system.
Project Planning
- Work closely with the rest of the project
administration team and ILRI support units to ensure project procurement
plans are in place to avoid delays in acquiring project consumables,
consultants, staff etc as needed.
Project Execution
- Inputting various project requests on the
OCS system these includes procurements, RFPs, consultant requests, payment
requests, raising various requisitions on the OCS system.
- Assist in ensuring effective
communication within administrative team
- Gather inputs for the preparation of
project reports
- Arranging for fieldwork by ensuring all
the logistics are in place; travel arrangements, accommodation, meeting
venues ,etc.
- Take minutes for all project meetings and
share these in good time
- Procurement support: Collating all RFQs,
following up for quotations from procurement, Creating suppliers on the
system, Raising Pos, and payment requests.
- Field work support: work closely with
Field assistant to arrange fieldwork by ensuring all the logistics are in
place; travel arrangements, accommodation, meeting venues, Requisition of
funds for Government perdiems and ensuring timely & accurate surrenders
with all the support documents in place
- Request funds for Fellows activities in
line with approved forecasts and coordinate the surrender of these funds,
and assist in reviewing the receipts to support fellow expenses, putting
these on OCS.
- Consolidating all support documents for
all expenses as per the monitoring meetings and reports. All these are put
on one shared folder in a manner that is easy to link the support document
with the expense.
- Booking dummy flights and accommodation
to facilitate Visa applications for various fellows/staff and eventually
fully confirming these bookings depending on Visa outcomes
- Support in partner support documentation
consolidation
Project Closing
- Create a list of electronic project
documentation/repository including reports, approvals and any other
relevant documentation for donor support documentation and archiving these
as needed.
- Coordinate knowledge sharing activities
at the close of the project
- Update and maintain all project databases
and filing systems
- Perform any other related duties as may
be required
Requirements
- Bachelor’s degree with a minimum of two
years relevant experience
- Or Diploma in relevant field with five
years of relevant experience
- Technical training in project management
– desirable
- Good understanding of methods, techniques
and procedures
- Effective administrative skills
- Effective communication and writing
skills
- Experience in facilitating teamwork and
collaboration across multiple functions
- Experience working in an international
organization
How To Apply
Applicants
should send a cover letter and CV expressing their interest in the position,
what they can bring to the role, and the names and addresses (including
telephone and email) of three referees who are knowledgeable about the
candidate’s professional qualifications and work experience to the Director,
People and Organizational Development by clicking on the “Apply
Now” tab above on or 26 April 2024 The
position title and reference number REF: AHH/1366/2024 should
be clearly marked on the subject line of the cover letter.