Project Administration Support Officer (Closing Date: 7 July 2023)
Description
Assist in the aspect of daily scouting/desk review of donor websites to identify calls/funding opportunities.
Assist in processing of administrative supporting documents (e.g. Support letter, Letter of Intent etc.) to be submitted with Proposals/CNs/Expression of Interest.
Assist in facilitating completion of proposal summary form (as may be necessary).
Ensure all project closure process and related activities are properly implemented.
Proactively review agreements to monitor compliance to established systems and procedures related to project close-out requirements.
Develop and manage a tracking system for monitoring and follow-up on administrative closure of projects.
Work closely with Project Managers and Finance Directorate's Assets Officer to facilitate the reconciliation of the project's close-out inventory list.
Follow-up with Project Managers and teams to ensure timely completion of project close-out checklist and ensure all relevant documents are submitted.
Follow-up with donors to facilitate receipt of formal letter that acknowledges/certifies the satisfactory completion of projects.
Circulate e-mail signifying the formal administrative closure of projects to relevant internal stakeholders.
Work with other colleagues to ensure seamless flow of project closure related information and in achieving the unit’s set goals.
Liaise with relevant units/teams to ensure projects are administratively closed properly.
Actively support the Head of the Unit to ensure continuous improvement in project closeout processes.
Assist and ensure that all close-out related documentations are promptly uploaded on ProMIS database;
Perform any other job-related duties as may be assigned by the Head of the Unit.
Requirements
QUALIFICATION:
BSc/HND in Agricultural or Science related field with a minimum of four (4) years’ experience in an agricultural and multi-cultural organization with familiarity with related concepts.
COMPETENCIES:
The ideal candidate must:
Have proven experience in handling administrative functions which involves regular communication/correspondence with stakeholders (internal and external).
Have excellent Communication in English language.
Have proficient skills with MS Office Suite (including MS-Word, MS-Excel, MS-Outlook) and computer applications.
Have good understanding of agricultural-related terminologies and concepts;
Have excellent client services orientation and ability to prioritize and manage time efficiently.
Have strong people/stakeholder management skills.
Ability to work effectively as part of a team.
Have good problem-solving and analytical skills required.
Be able to multi-task and have ability to meet quality standards within deadlines;
Flexibility to manage uncertainty and adjust to a changing work program
Benefits
We offer highly competitive salaries with equally attractive benefits and excellent working conditions in a pleasant campus environment.
Assist in the aspect of daily scouting/desk review of donor websites to identify calls/funding opportunities.
Assist in processing of administrative supporting documents (e.g. Support letter, Letter of Intent etc.) to be submitted with Proposals/CNs/Expression of Interest.
Assist in facilitating completion of proposal summary form (as may be necessary).
Ensure all project closure process and related activities are properly implemented.
Proactively review agreements to monitor compliance to established systems and procedures related to project close-out requirements.
Develop and manage a tracking system for monitoring and follow-up on administrative closure of projects.
Work closely with Project Managers and Finance Directorate's Assets Officer to facilitate the reconciliation of the project's close-out inventory list.
Follow-up with Project Managers and teams to ensure timely completion of project close-out checklist and ensure all relevant documents are submitted.
Follow-up with donors to facilitate receipt of formal letter that acknowledges/certifies the satisfactory completion of projects.
Circulate e-mail signifying the formal administrative closure of projects to relevant internal stakeholders.
Work with other colleagues to ensure seamless flow of project closure related information and in achieving the unit’s set goals.
Liaise with relevant units/teams to ensure projects are administratively closed properly.
Actively support the Head of the Unit to ensure continuous improvement in project closeout processes.
Assist and ensure that all close-out related documentations are promptly uploaded on ProMIS database;
Perform any other job-related duties as may be assigned by the Head of the Unit.
Requirements
QUALIFICATION:
BSc/HND in Agricultural or Science related field with a minimum of four (4) years’ experience in an agricultural and multi-cultural organization with familiarity with related concepts.
COMPETENCIES:
The ideal candidate must:
Have proven experience in handling administrative functions which involves regular communication/correspondence with stakeholders (internal and external).
Have excellent Communication in English language.
Have proficient skills with MS Office Suite (including MS-Word, MS-Excel, MS-Outlook) and computer applications.
Have good understanding of agricultural-related terminologies and concepts;
Have excellent client services orientation and ability to prioritize and manage time efficiently.
Have strong people/stakeholder management skills.
Ability to work effectively as part of a team.
Have good problem-solving and analytical skills required.
Be able to multi-task and have ability to meet quality standards within deadlines;
Flexibility to manage uncertainty and adjust to a changing work program
Benefits
We offer highly competitive salaries with equally attractive benefits and excellent working conditions in a pleasant campus environment.
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