Project Assistant – THRIVE at Hivos East Africa

Role purpose

The Project Assistant is part of the THRIVE global programme team and is responsible for assisting with the administration, coordination, monitoring, and compliance of project and partner-related processes. The role supports accurate information management, contract administration, reporting, and logistical coordination, while ensuring compliance with organizational and donor requirements.

Key responsibilities

The key responsibilities of the role include:

Contract and project administration

• Review and complete compliance checklists and contract documentation to ensure accuracy and completeness before processing.
• Coordinate contract routing and signature processes per the Delegation of Authority (DoA).
• Verify returned contracts and supporting documentation, including:
  • Signed agreements
  • Banking information forms
  • Auditor forms
  • Conflict of Interest declarations
• Maintain accurate contract records and archives.
• Process contract sign-off information and facilitate the release of liabilities after all compliance requirements have been met.
• Review and verify requests for contract amendments, and project and no-cost extensions.

Monitor and reporting

• Monitor partner intake, contracting, payment, and assessment processes.
• Monitor the completeness and accuracy of staff time registration.
• Support project and grant closure processes by ensuring compliance with requirements.

Data, information and reporting

• Enter, process, maintain, and update financial, project, and operational data in relevant systems and databases, ensuring its accuracy and completeness.
• Monitor reporting requirements and deadlines, follow up on outstanding information, and support the preparation and consolidation of project reports.

Administrative, logistical and operational Support

• Coordinate administrative and logistical arrangements for the project’s operations, including procurement process, travel, meetings, and events, maintaining calendars, taking meeting notes, and ensuring follow‑up on agreed actions.
• Ensure that administrative and logistical activities are carried out efficiently and in compliance with applicable policies and regulations.

Quality assurance and risk management

• Perform compliance reviews to ensure project activities adhere to organizational and donor requirements.
• Support risk mitigation initiatives related to project administration and contracting.
• Verify the accuracy and completeness of project and partner documentation.
• Facilitate control checks throughout the project lifecycle.
• Contribute to continuous improvement of compliance and monitoring processes.

Person specifications

Qualifications

• Bachelor’s degree (completed or in progress) in Business Administration, International Business, International Relations, or related fields.

Knowledge / experience

• Minimum of 1 year of experience in administrative and operational roles, preferably within nonprofit organizations and/or international cooperation projects.
• Experience in procurement processes and event coordination is an advantage.
• Fluency in English is essential; knowledge of Arabic or Spanish is an asset.

Key skills /attributes

• Advanced MS Office skills (Excel, Word, PowerPoint).
• Strong organization, accuracy, and attention to detail.
• Ability to manage multiple tasks simultaneously.
• Integrity, accountability, professionalism and ethical judgement.