Assistant to Project Manager at International Livestock Research Institute (ILRI)

Responsibilities

• Proposal Development
• Support in tracking project proposal documentation, including logging all project documents in the OCS system.

Project Planning

• Work closely with the rest of the project administration team and ILRI support units to ensure project procurement plans are in place to avoid delays in acquiring project consumables, consultants, staff etc as needed.

Project Execution

• Inputting various project requests on the OCS system these includes procurements, RFPs, consultant requests, payment requests, raising various requisitions on the OCS system.
• Assist in ensuring effective communication within administrative team
• Gather inputs for the preparation of project reports
• Arranging for fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues ,etc.
• Take minutes for all project meetings and share these in good time
• Procurement support: Collating all RFQs, following up for quotations from procurement, Creating suppliers on the system, Raising Pos, and payment requests.
• Field work support: work closely with Field assistant to arrange fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues, Requisition of funds for Government perdiems and ensuring timely & accurate surrenders with all the support documents in place
• Request funds for Fellows activities in line with approved forecasts and coordinate the surrender of these funds, and assist in reviewing the receipts to support fellow expenses, putting these on OCS.
• Consolidating all support documents for all expenses as per the monitoring meetings and reports. All these are put on one shared folder in a manner that is easy to link the support document with the expense.
• Booking dummy flights and accommodation to facilitate Visa applications for various fellows/staff and eventually fully confirming these bookings depending on Visa outcomes
• Support in partner support documentation consolidation

Project Closing

• Create a list of electronic project documentation/repository including reports, approvals and any other relevant documentation for donor support documentation and archiving these as needed.
• Coordinate knowledge sharing activities at the close of the project
• Update and maintain all project databases and filing systems
• Perform any other related duties as may be required

Requirements

• Bachelor’s degree with a minimum of two years relevant experience
• Or Diploma in relevant field with five years of relevant experience
• Technical training in project management – desirable
• Good understanding of methods, techniques and procedures
• Effective administrative skills
• Effective communication and writing skills
• Experience in facilitating teamwork and collaboration across multiple functions
• Experience working in an international organization