Project Assistant at University of Nairobi

Job Summary

The Engage Project Assistant will provide administrative and organizational support to the Project Managers and project team. They will coordinate the project’s field activities, manage documentation, and ensure that project timelines and objectives are met. This role requires strong organizational and communication skills to facilitate the smooth execution of projects.

Key Roles and Responsibilities

• Provide day-to-day administrative support to the project.
• Schedule meetings, prepare agendas and take meeting minutes.
• Maintain project calendars and schedules.
• Handle project related correspondence and documentation.
• Facilitate communication within project teams and with stakeholders.
• Serve as a point of contact for team members and external partners.
• Coordinate the flow of information and updates between team members.
• Assist in project planning and scheduling.
• Monitor project progress and report on key milestones.
• Track project expenses and maintain budget records.
• Assist in allocating and tracking project resources, including personnel, equipment, and materials.
• Help ensure that resources are available as needed to meet project requirements.
• Assist in maintaining quality standards and compliance with project requirements.
• Coordinate local travel.
• Support quality control and quality assurance activities as needed.

Job Specifications, Applicants shall have

• Bachelor's degree in either of the following fields Business related fields, Project Management or any other related fields.
• Over 3 years’ experience in an administrative in research-based donor funded project.
• Proficiency in office productivity software’s (e.g., Microsoft Office Suite).
• Possess the following: Strong organizational and time-management skills, Excellent communication and interpersonal skills and should demonstrate ability to give attention to detail, work with a high degree of accuracy, work effectively in a team and collaborate with colleagues.
• Possession of skills in accounting and budgeting for donor funded research will be an added advantage.

Required Skills:

• Office administration.
• Document management.
• Communication and interpersonal skills.
• Time management and organization.
• Problem-solving.
• Attention to detail.
• Project coordination and scheduling.

Desirable Skills

• Experience in a donor-funded project with field implementation activities.
• Experience with training programs that involve training workshops as either face-to-face or online with multi-stakeholder involvement.