Project Adminstrator

Administrative Support:

• Manage day-to-day administrative operations of the project, including scheduling, correspondence, and documentation.
• Organize and maintain project files/documents, records, and databases in the project Sharepoint, to ensure easy access and compliance with organizational policies.
• Coordinate travel arrangements, meetings, and workshops for project staff and stakeholders.
• Prepare and distribute meeting agendas, minutes, and follow-up action points.

Management Assistance:

• Assist the Project Manager in planning, monitoring, and reporting on project activities.
• Track project timelines, deliverables, and budgets, ensuring adherence to work plans and donor requirements.
• Support the preparation of project reports, presentations, and communication materials.
• Act as a liaison between the project team, partners, and external stakeholders to ensure smooth communication and coordination.

Contractual and Financial Follow-Up:

• Monitor and follow up on contractual obligations with partners, ensuring compliance with agreed terms and conditions.
• Maintain a contracts tracker, including key milestones, deliverables, and payment schedules.
• Assist in the preparation and review of contracts, MoUs, and partnership agreements.
• Support the finance team in processing invoices, payments, and financial reports related to project activities.

Logistics and Event Coordination:

• Plan and coordinate project events, including workshops, training sessions, and stakeholder meetings.
• Manage event logistics, such as venue booking, participant invitations, materials preparation, and catering.
• Ensure timely procurement of goods and services in line with project needs and organizational procurement policies.

Compliance and Documentation:

• Ensure all project activities comply with organizational policies, donor requirements, and legal regulations.
• Maintain an up-to-date inventory of project assets and equipment.
• Support audits and evaluations by providing necessary documentation and information.

Communication and Knowledge Management:

• Facilitate internal and external communication, including email correspondence and phone calls.
• Maintain a repository of project documents, reports, and knowledge products for easy access and reference.
• Support the dissemination of project outcomes and success stories to stakeholders and the public.