Job Title: Project Assistant
Hiring Organization: Heifer
International
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non
Profit
Job Type: Full
Time
Salary: KES
Date Posted: 07/21/2024
Heifer International’s mission is to work with
communities to end world hunger and poverty and to care for the Earth. Dan West
was a farmer from the American Midwest and member of the Church of the Brethren
who went to the front lines of the Spanish Civil War as an aid worker.
The Project Assistant is responsible for supporting the delivery of the
project’s technical activities, administrative, procurement, asset management,
facility management, service contracts, logistical and fleet management. The
Project Assistant will report to the Project Manager and work in liaison with
the Office Manager.
Essential Character Traits
Detail-oriented, collaborative, clear communicator,
organized and positive individual.
Operations Support (20%)
- Support the project accountant in
gathering/recording transactional documents required for donor and
organizational reporting.
- Support monitoring of project budget and
expenses in line with donor and Heifer’s policies and regulations
- Arranging appointments and meetings when
requested including managing an active calendar of appointments,
composing, and preparing correspondence.
- Overseeing property maintenance and supervising
office cleaners to ensure office cleanliness is maintained.
- Assist with the set-up for new staff members to
ensure smooth orientation.
Transport, Logistics and Events (20%)
- In liaison with the project accountant provide
project logistics for internal and external partners towards trainings and
other project activities as tasked by the project manager.
- Organize and coordinate meetings, workshops,
seminars and learning events.
- Support organization of project review meetings.
- Prepare, manage, and coordinate bookings and
travel arrangements for staff and visitors including partner and prospect
meetings and conferences for teams.
- Assign and manage vehicle allocations as needed
including verification of vehicle mileages and logbooks.
- Prepare timely fuel payments in collaboration
with field office assistants and analyze consumption patterns.
- Ensure vehicle incident reports are completed on
a timely basis and reported to the relevant senior staff.
Procurement (30%)
- Assist staff when required with creating clear
and understandable purchase requests and other documentation.
- Collect quotations and bids from vendors for
Purchase Requests as requested and per Heifer International Kenya
standards and formats.
- Ensure fair competition and strict adherence to
Heifer International Kenya procurement rules regarding vendor relations.
- Maintain up-to-date Heifer International Kenya
Procurement data management system.
- Ensure the required documentation of supplies
and transactions are completed to Heifer International Kenya standards.
- Manage petty cash issuance and reconciliation as
per organization policy.
- Ensure timely and prompt maintenance of office
equipment such as photocopiers, scanners, and office facilities including
electricity supply, water, and plumbing.
- Prepare invoice payments, including
recurring/monthly bills such as security, cleaning services, rent, and
stationery, and submit them to finance for settlement.
- Maintain a calendar/tracker for monthly bills
and ensure they are settled timely.
- Prepare purchase requisitions for miscellaneous
items as needed and assist with the preparation of day-to-day procurement
documentation as needed.
Operations Documentation and Asset-Inventory
Management (10%)
- Assist in preparing high-quality monthly reports
and share them with the supervisor.
- Ensure that a proper filing system is in place
at the project office and that documents and records are properly
maintained.
- Effectively manage the store and keep clear
records of receipts of items distributed.
- Assist the team to use various office equipment,
and software programs and file incoming project documents accurately.
- Responsible for managing stationery and kitchen
supplies including issuing, updating records, and replenishing the stock.
- Ensure the inventory is logged, tracked, and
updated accordingly, and prepare quarterly reports for submission.
- Updating and maintaining the asset database.
Tagging equipment bought, logging it into the system, and tracking
issuance to staff.
Programmatic Support (20%)
- Process and manage Farmer Producer Organization
payments and reimbursement requests.
- Verify and ensure all necessary documentation is
provided and complies with Heifer international policies.
- Track and record reimbursement status and follow
up on pending requests.
- Validate payment data for accuracy and
completeness.
- Coordinate with the finance department to
resolve payment discrepancies.
- Maintain accurate records of all payment
transactions and updates.
- Maintain and update participant lists for all
project activities.
- Ensure participants’ information is accurate and
up to date.
- Manage communications with participants
regarding project updates and requirements.
Perform other duties as assigned
- Coordinate any other necessary administrative
and office management needs including maintenance of the premises.
Minimum Requirements
- Bachelor’s degree plus at least one (2) year of
related experience.
Most Critical Proficiencies
- Excellent organizational, planning, and time
management skills.
- Exemplary customer care and administrative
skills.
- Excellent interpersonal skills with the ability
to work cooperatively, tactfully, and diplomatically with a culturally
diverse group of people.
- Strong problem-solving skills and attention to
detail.
- Strong English language skills – oral and
written.
- Knowledge and experience with word processing,
spreadsheets, databases and electronic mail software (Microsoft Office
preferred).
Essential Job Functions and Physical Demands
- May require constant sitting, and working at a
computer for extended periods.
- Ability to establish priorities, perform
multiple tasks with minimal supervision and achieve deadlines.
- Ability to perform as an effective team member
and work cooperatively with
- Constant telephone, face-to-face, and electronic
communication with colleagues and the public.
- Ability to maintain confidentiality and to work
with minimal supervision.
- Willingness to work with a flexible schedule.
- Willingness to travel extensively locally.
