Project Administrator at We World

Job description

• The Project Administrator will be responsible for the administrative management of the project funded by AICS implemented in Kenya. Her/his responsibilities include verifying allocation of expenditures and supporting documents, including procurement, human resources, planning and budgeting. S/He is required to work in close cooperation with the Project Manager.

Main taSks and Responsabilities

Administration and Finance

• Monitors and manages deadlines related to the Project: reports, MoUs and partners
• Supervises the compliance of the supporting documents with AICS requirements and is responsible for the archive, both physical and digital
• Guarantees a correct flow of information with project partners and the respect of all the administrative aspects regulated by the MoUs and grant agreement
• Supervises and verifies the project accounting records in the accounting program
• Verifies the allocation of the accounting records in the correct budget lines, in coordination with the Project Manager and monitors the status of the expenditure according to the approved budget, in order to avoid over or underspending
• Prepares ToRs of the human resources working on the project
• Collaborates with the Country Finance Manager to ensures proper administrative management of the national staff contracted for the project (salaries, contracts, leave, etc.) and updates the relevant hard and electronic archive paper and electronic files (contracts, payroll, time sheets, leave sheets) on a monthly basis
• Acquires other administrative/accounting documents (tax declarations, rental contracts, etc.) and creates an ad hoc physical and electronic archive
• Generates regular reports on project progress and compliance with established plans.
• Works closely with the Project Manager on the project expenditure forecast and analysis of monthly project burnrates
• Collaborates with the Project Manager in the preparation of possible budget amendments
• Ensures the timely preparation of all project documents before audits and/or project expenditure verifications
• Prepares the draft of project interim and financial reports to be delivered to AICS

Procurement

• Monitors and manages deadlines related to contracts and suppliers
• In collaboration with the Project Manager and the procurement focal point, prepares the procurement procedures by following the donor guidelines
• Supports the Tender Evaluation Committee during the evaluation session
• Drafts the tender Evaluation Report and contract in collaboration with the Procurement focal point and project manager
• Verifies that the project procurement dossier is complete, and supervises its correct archiving
• With the support of the Regional Logistics manager, support the capacity building of the procurement focal point on donor procurement procedures
• The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties requested by the Country Representative.

Requirements
ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Degree in Economics, Political Science or related fields
• Good knowledge of main donors’ administrative rules and procurement procedures (especially AICS)
• Excellent knowledge of written and spoken Italian (preferably Italian mother-tongue)
• Excellent knowledge of written and spoken English
• Full professional competency in Microsoft Office Suite, especially Word, Excel and Outlook

Professional experience

• At least 1 year of previous professional experience in similar roles in international and cooperation contexts in East Africa, preferably in Kenya

Skills and Abilities

• Planning, reporting, monitoring and evaluation skills
• Organization and teamwork skills
• Ability to support and train staff to enhance skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Good listening and communication skills
• Positive attitude to work, self-reflective, motivated, inspired, collegial
• Strong commitment to the Mission of WeWorld
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism