Project Support Officer at icipe - African Insect Science for Food and Health

Overall Purpose of the Job

To provide administrative and project management support to Data Management, Modelling, and Geoinformation (DMMG) Unit for efficient and timely implementation of the unit’s projects’ activities.

Specific Duties

• Support DMMG unit Scientists in a timely implementation of project work plan activities and follow-up of action points on projects.
• Assist in drafting project progress reports with support from the project scientists and students.
• Contribute to proposal developments, especially on the budgeting component in collaboration with icipe’s finance team.
• Assist in preparing programmatic meeting materials for projects.
• Anticipate and facilitate projects’ inventory needs to ensure effective implementation of projects.
• Facilitate and keep track of the establishment of contracts/ sub-contract, partner reporting and fund disbursement, documentation approvals and dispatches from projects and other administrative offices/departments within and outside icipe.
• Create and manage electronic and manual filing systems, and maintain and update files and records, archiving and storage.
• Support in planning and organizing internal and external meetings, archiving of meeting proceedings and minutes, workshops 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 filing of proceedings).
• Coordinate all staff travel arrangements and logistical support in conjunction with the relevant departments/partners, including handling travel requests and travel expense reports, accommodation and working advances.
• Respond to routine correspondence, and handle e-mail, telephone communication, requests, inquiries and other communication systems and processes to appropriate parties.
• Establish and maintain a key contact database and email list of all project teams and partners, collaborators, and other stakeholders.
• Handle maintenance of office assets and keep an inventory of equipment and procured supplies.

Requirements/Qualifications

• Bachelor’s degree in Business Administration, Mathematics, Physics, Computer Sciences, and Data Science with a background in Project Management and Biological Sciences. A Master of Business Administration in a relevant area will be an added advantage.
• Excellent computer skills and proficiency in MS Office (Microsoft Word, Excel, and Outlook), and working with databases.
• Skills in project management and support.
• Knowledge in the use of the logical framework to track project progress.
• Ability to communicate effectively verbally and in writing.
• Customer service experience and public relations skills.
• Minimum 5 years of experience in project implementation support preferably in an international research organization.
• Experience in the use of logical framework to track project progress.
• Event management experience will be highly desirable.
• Passionate and results oriented.

Other Desirable Attributes

• High level of judgment and problem solving required to support DMMG unit scientists in timely implementation of project work plan activities and follow-up of action points on projects.
• Systematic and efficient approach is required in responding to routine correspondence, and handling e-mail, telephone communication, requests, enquiries and other communication systems and processes to appropriate parties.
• Maturity and professionalism in keeping track of establishment of contracts/sub-contract, partner reporting and fund disbursement, documentation approvals and dispatches from projects and other administrative offices/departments within and outside icipe.
• Facilitate staff and student recruitments and renewal of contracts for the unit.
• Coordinate all staff travel arrangements and logistical support in conjunction with the relevant departments/partners, including handling of travel requests and travel expense reports, accommodation and working advances.
• Handle maintenance of office assets and keep an inventory of equipment and procured supplies.
• Keep track of establishment of contracts/sub-contract, partner reporting and fund disbursement.