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.
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
- 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.
Qualifications
- 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
How To Apply
