Project Administrator at World Agroforestry Centre (ICRAF)

Overview

The Project Administrator will be responsible for ensuring smooth operation of Restore Africa project by providing administrative, operational and budget management support. The Administrator will provide support especially in the development, consolidation and tracking of budgets and project expenses in real time. This position therefore will ensure cost effective operations for all Restore Africa projects across the countries working collaboratively with all CIFOR- ICRAF Cooperate Services Units, and project leadership.

Duties and responsibilities
Planning and Coordination:

• Provide administrative and project management support to the Africa Directorate team for the execution of RESAf projects.
• Providing administrative support to the project and guidance on contracting, purchasing and operational procedures and policies
• Coordinating major project missions and meeting in liaison with RESAf team and implementing partners across the project countries and preparing detailed minutes
• Support development and tracking of project workplans.
• Providing administrative support to the project and guidance on contracting, purchasing and operational procedures and policies
• Liaison and follow-ups with other Units (e.g., Human Resources, Finance, Operations, Procurement) to ensure timely delivery of agreed tasks and early identification of challenges.
• Prepare regular status reports, and dashboard tracking updates of projects - identify bottlenecks affecting execution and propose solutions.

Budgeting and budget management:

• Support the Restore Africa project staff, focal points, managers and partners with development.
• Monitor budgets and expenditures and contribute to budget planning and revision.
• Work with the program teams to ensure budget compliance.
• Work with the program teams to forecast financial project needs.
• Coordinating the budget reallocation exercises, identifying budget surpluses or shortfalls from financial reports provided by Finance and recommending the most appropriate course of action.
• Support preparation and submission of timely and reliable financial updates, reports and statements as per the investor deadlines and standards.
• Support financial compliance and audits processes.
• Coordinate submission of timesheets for all Restore Africa staff.

General administration:

• Organizing and coordinating workshops, events, making travel arrangements and other related logistical arrangements for Restore Africa project management, staff, consultants, and partners.
• Ensuring that administrative services are delivered with a high level of quality such, transportation, security, and other clerical administrative services.
• Ensure maintenance of up-to-date project assets register.
• Providing administrative support to the project ensuring that contract management and the procurement of goods and services are in compliance with funder and CIFOR-ICRAF policies and procedures.

Information and Knowledge management.

• Maintaining and updating the project Google Drive folder and ensuring that information dissemination is carried out in a timely and effective manner, to all partners and project stakeholders.
• Assist in organizing and participate in review and reflection events and support the preparation of the annual detailed implementation plans.
• Ensure proper function of archive and documentation system.

Requirements

• A BSc/BA degree in, Business/ Public Administration/Project Management or another relevant field from a recognized educational institution.
• PMP certification is an advantage.
• Three (3) years of relevant work experience in a comparable international organization.
• Experience in an NGO or international organization environment.