Project Administrator - Civic Engagement Facility at Adam Smith International

Key responsibilities

Financial processing and management

• Guide associates and partners through the invoice process.
• Review and approve purchase orders (POs), and process expenses and invoices submitted by suppliers, verifying accuracy and timeliness.
• Follow up with the finance team and facilitate payments to suppliers, associates, implementing partners, and one-off selected enumerators.
• Contribute to the preparation of quarterly invoices and quarterly Facility’s budget monitoring report to the Client, as well as profit share analysis to the consortium partner, ensuring completeness and accuracy of supporting documentation.
• In support of the Project Manager and the Project Accountant, conduct monthly financial reporting and budget reconciliations that track actual expenditure recorded against the approved budget and work plan, escalating issues where necessary.
• In support of the CEF Chief Financial Officer, ensure accurate monthly and quarterly grant facility disbursement forecasts and payments, including working with grantees to ensure accuracy of expenditure and forecasts.
• Support the finance team with requests from the auditor, providing documentation and clarifications as needed.
• Maintain asset registers to track project equipment and resources.

Team management support

• Facilitate the onboarding of associates and consortium members onto the Operating System (OS), including training and access setup.
• Coordinate the ASI OS setup and review of the team profile to ensure accurate configurations.
• Address team IT/OS issues and troubleshooting, such as password resets and team IT error messages, to maintain system access.
• Follow up on timesheet completion to ensure compliance and accurate tracking of hours.
• Support regular communication and coordination with the Client, the project team and the consortium partners, including scheduling meetings, preparing agendas, drafting minutes and following up on action items.

Contract Management

• Draft and issue supplier and subcontractor agreements, incorporating project terms, deliverables, and payment schedules.
• Draft and issue associate contracts, ensuring clarity on roles, responsibilities, and compensation.
• Draft and issue grant agreements, reflecting agreed deliverables, payment milestones, and monitoring and evaluation requirements.
• Formulate, design, and negotiate addendum procedures for supplier and associate contracts to address changes or extensions.
• Issue asset transfer agreements to formalise the handover of resources to grantees.

Procurement Support

• Support procurement activities related to the grants facility by assisting project leadership in drafting and reviewing procurement documentation, as well as assisting the workflows of the grants management system.
• Support the coordination of procurement planning and timelines, ensuring procurement activities are tracked and aligned with project deliverables, funding windows, and delivery modalities (as appropriate).
• Manage the end-to-end onboarding process for grantees and implementing partners, ensuring all ASI compliance and operational procedures are followed from initial third-party screening to system integration.
• Ensure procurement processes are compliant with internal procedures and client requirements.
• Support due diligence processes of grantees and downstream partners.

Cross-Functional Support and Coordination

• Facilitate the logistics of the project activities, for field missions and the organisation of workshops and events, in coordination with ASI Operations team.
• Act as a liaison between the operations and finance teams to address overlapping needs (e.g., database updates, audit preparation).
• Ensure timely communication and resolution of issues related to onboarding, financial processing, payments, IT/OS systems or contract execution.
• Dispatch assets to grantees, coordinating logistics and verifying receipt.
• Support the Operations team with project database maintenance, ensuring data integrity and accessibility.
• Participate in the quality assurance process of project deliverables, particularly from a proof reading and formatting point of view.

Other

• Any other tasks assigned or requested by line manager or other senior team members within the projects.

Job requirements

About you

• Our work requires people with a ‘can do’ attitude tempered with insight and pragmatism. The successful candidates will not just be evaluated on their technical knowledge and skills, but also their alignment with our values and culture.
• You should have demonstrated ability to think creatively about complex problems; build productive relationships with people from a wide range of professional and cultural backgrounds and work effectively in politically sensitive and challenging environments. You should be energetic, positive, a team player and committed to achieving lasting positive change. It is this combination that ensures we deliver real societal impact and measurable results with high integrity.
• Candidates must have the right to work in Kenya.

Key qualifications

• An undergraduate degree in finance and administration, business management, economics, international development, or other relevant field from an internationally recognised university;
• Professional qualifications and experience in financial and contract management will be an added advantage;
• A minimum of four years’ work experience in project management roles within a consultancy or development-focused organisation;
• Demonstrated experience of using initiative, client-orientation, risk taking, and working in complex and time-pressured contexts;
• Enthusiasm, flexibility and a strong attention to detail;
• Excellent communication, inter-personal, and team-working skills;