Project Administrator Assistant at International Fertilizer Development Center (IFDC)

Duties/ Requirements/Qualifications/Supervision

Finance and private sector contributions

• Prepare annual budgets and monthly and/or quarterly forecasts
• Review monthly fund requests received from the different offices and finalize them before submission for approval in a timely manner
• Review financial statements received from the headquarters, ensuring that expenditure are according to approved budgets, including country monthly fund requests.
• Identify and communicate variances and funding gaps and recommend solutions to respective managers
• Ensure consistent application of donor and IFDC financial policies and procedures
• Review work practices and financial procedures for better operational efficiency and proactively raise management attention to potential issues in accounts, financial processes and controls
• Whenever requested, liaise with auditors to ensure compliance with relevant requirements and standards
• Monitor time-writing by 2SCALE/ESAFD staff to track in-kind contributions
• Monitor (planned and actual) cost-share contributions of private partners (companies, producer groups etc.) as agreed upon in the partnership agreements, action plans and/or other documents.
• Liaise with 2SCALE NWAFD (Ghana Office) to align monitoring processes.
• Ensure, in consultation with IFDC HQ that additional costs of auditing private cost-share contributions are being reimbursed to private partners.

Administration

• Support 2SCALE staff in approval processes, sharing and filing of documents, including contracts
• In collaboration with the Grants Manager and other relevant project staff, monitor contractual obligations.
• Assist the Project Leader and the Regional Agribusiness Coordinator in preparing and submitting reports to the donor and to IFDC in a timely manner
• Monitor leave requests from project staff and inform all team members about absences
• In close collation with the IFDC Kenya Finance and Administration team, ensure general day-to-day project administration , including but not limited to purchase of equipment and services, organization of travels, logistics for project activities in Kenya
• In collaboration with IFDC field staff, coordinate the logistical organization of regional project activities.
• Contribute to the development, improvement and monitoring of project procedures.

Human Resources

• Support the IFDC Finance and Administration teams in the target countries on hiring and orientation of new project hires as per the HR manual.
• Assist the Regional Agribusiness Coordinator in the personnel performance evaluation process
• Help initiate consultancy requests, review and monitor consultancy contracts prepared by Human Resources.
• Others
• Perform any other duties as deemed necessary for the success of the project.

Qualifications

• Bachelor’s degree in accounting, administration or related field, with at least 3 years of relevant professional experience, or Master’s degree with at least 2 years of professional experience. An experience in a similar position with donor-funded development projects is required.
• Proficiency in Microsoft Excel, Word and Outlook, and in accounting software
• Organized and accurate person with attention to detail
• Ability to strictly meet deadlines
• Ability to work independently with minimal supervision.
• Team player, at ease in a multi-cultural and multi-disciplinary environment. Ability to interact effectively with a geographically dispersed multi-cultural team composed of international and national personnel
• Willingness to spend long, highly interactive hours on detailed work that demands accuracy.
• Fluent in English (spoken and written). Some understanding of Portuguese recommended.