Job Title: Project Administrator
Hiring Organization: We World
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Agriculture
Job Type: Full Time
Salary: KES
Date Posted: 06/12/2024
Company
Description
We
support people in overcoming emergencies and we strive to guarantee that
everyone can have a decent and dignified life as well as opportunities and a
better future. We work in 26 countries around the world, including in Italy,
with more than 179 emergency, humanitarian aid and development projects. Our
activities mainly involve women, girls and young people, actors of change in
every community for a fairer and more inclusive world.We operate in several
natural and man-made crisis in various regions of the world. The emergency
response, coordinated by the Humanitarian Aid Unit, is composed by
multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security,
Protection, and others. We operate also in protracted crisis with provision of
humanitarian aid through a prevention, emergency relief and rehabilitation
approach.In the last 4 years we have strengthened the regions and the countries
where we have been working, we have created new programs, developed new quality
and compliance systems and now we need new people who want to join us to build
the world we want in the coming years. Join us.
Working context
WeWorld
has been working in Kenya since 2010 in the areas of promotion of access to
basic education, child protection, health/nutrition, water and sanitation
services. It works in partnership with local organisations and in close
cooperation with government authorities. The main geographical areas of
intervention are Nairobi and the counties of Narok, Migori, Kwale and Isiolo.
WeWorld is committed to protect the rights of children, especially girls, to
quality and inclusive education, and to protect children, adolescents and youth
from sexual abuse and exploitation, and from the consequences of natural and
man-made disasters such as drought, floods, cyclones and conflicts.
In the
framework of the call for proposal “Bando per l’affidamento dell’Iniziativa.
Empowerment femminile e sostegno all’ambiente e salute in Kenya (AID
012835/01/1), Lotto 1 – Gender empowerment, salute sessuale e riproduttiva,
lotta alla violenza di genere” WeWorld has been awarded a grant by the Italian
Agency for Development Cooperation (AICS) in Kenya. The project will last 36
months and will take place in Narok County. The Overall Objective is
“contribute to eliminate all forms of gender-based violence and discrimination
(such as forced marriage, early pregnancy, female genital mutilation) and
ensure equitable access to economic and natural resources (access to land) and
their management (governance) to create more sustainable and climate-resilient
societies”. The Specific Objective is “The system of prevention, protection and
response to all forms of violence and discrimination against women and girls
has improved through a change in social norms and behaviour, the presence of an
integrated, accessible and inclusive system of services and the effective
implementation of legislation”.
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 Responsibilities
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
Essential
Requirements
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
