Project Assistant at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

• To provide project management support to the Vector Atlas PI, scientists, staff, consultants, students and interns for efficient and timely implementation of the project activities.

Specific duties

• Coordinate logistical aspects of project management activities ensuring smooth execution of events such seminars and workshops and training activities.
• Ensure Documentation Management regarding meetings, trainings, and help compile and share minutes and perform filing.
• Support effective communication among project stakeholders as well as researchers, trainers, policymakers, and partner institutions.
• Prepare reports, presentations and other project-related documents ensuring alignment with project objectives and stakeholders’ requirements.
• Assist in organizing the availability of necessary resources to facilitate learning session and project implementation skill development.
• Coordinates the planning and organising of internal and external meetings and other events (e.g. folders and materials, registration forms, workshop programmes and name tags, follow up on payments and settlement of working advances, documentation and proceedings).
• Processes and makes follow-up on project payments including partner disbursement and other payments and maintains a database- of the same for ease of reference and follow-up.
• Coordinates all matters pertaining to travel advances, cross-checking and accountability of employees within the unit.
• Facilitate staff and student recruitment and renewal of contracts.

Requirements/ qualifications

• First degree in a relevant field with experience in Project Management and/or Financial Management.
• At least 2 years’ experience in project implementation, documenting, and reporting in an NGO setting.
• Excellent organisational skills, attention to detail, time management, ability to multitask, define and set priorities, and problem solve.
• Effective communication and writing skills taking notes and report writing.
• Experience in facilitating teamwork and collaboration with partners at all levels.
• Strong ability to anticipate and plan ahead, and take personal initiative, work both independently and as a team member, and collaborate and coordinate with others.
• Excellent interpersonal skills and ability to work under pressure.