Project Administrator Kenya

Position: Project Administrator Kenya

Reporting Relationship: Country Finance Manager Kenya

Duty Station: Nairobi, with frequent mission to Narok

Deadline: 15/10/2024

Starting date: ASAP

Working context

WeWorld has been working in Kenya since 2010 in the areas of promotion of access to basic education, child protection, health/nutrition, water and sanitation services. It works in partnership with local organisations and in close cooperation with government authorities. The main geographical areas of intervention are Nairobi and the counties of Narok, Migori, Kwale and Isiolo. WeWorld is committed to protect the rights of children, especially girls, to quality and inclusive education, and to protect children, adolescents and youth from sexual abuse and exploitation, and from the consequences of natural and man-made disasters such as drought, floods, cyclones and conflicts.

In the framework of the call for proposal “Bando per l’affidamento dell’Iniziativa. Empowerment femminile e sostegno all’ambiente e salute in Kenya (AID 012835/01/1), Lotto 1 – Gender empowerment, salute sessuale e riproduttiva, lotta alla violenza di genere” WeWorld has been awarded a grant by the Italian Agency for Development Cooperation (AICS) in Kenya. The project will last 36 months and will take place in Narok County. The Overall Objective is “contribute to eliminate all forms of gender-based violence and discrimination (such as forced marriage, early pregnancy, female genital mutilation) and ensure equitable access to economic and natural resources (access to land) and their management (governance) to create more sustainable and climate-resilient societies”. The Specific Objective is “The system of prevention, protection and response to all forms of violence and discrimination against women and girls has improved through a change in social norms and behaviour, the presence of an integrated, accessible and inclusive system of services and the effective implementation of legislation”.

Job description

The Project Administrator will be responsible for the administrative management of the project funded by AICS implemented in Kenya. Her/his responsibilities include verifying allocation of expenditures and supporting documents, including procurement, human resources, planning and budgeting. S/He is required to work in close cooperation with the Project Manager.

Main Tasks and Responsabilities

Administration and Finance

• Monitors and manages deadlines related to the Project: reports, MoUs and partners
• Supervises the compliance of the supporting documents with AICS requirements and is responsible for the archive, both physical and digital
• Guarantees a correct flow of information with project partners and the respect of all the administrative aspects regulated by the MoUs and grant agreement
• Supervises and verifies the project accounting records in the accounting program
• Verifies the allocation of the accounting records in the correct budget lines, in coordination with the Project Manager and monitors the status of the expenditure according to the approved budget, in order to avoid over or underspending
• Prepares ToRs of the human resources working on the project
• Collaborates with the Country Finance Manager to ensures proper administrative management of the national staff contracted for the project (salaries, contracts, leave, etc.) and updates the relevant hard and electronic archive paper and electronic files (contracts, payroll, time sheets, leave sheets) on a monthly basis
• Acquires other administrative/accounting documents (tax declarations, rental contracts, etc.) and creates an ad hoc physical and electronic archive
• Generates regular reports on project progress and compliance with established plans.
• Works closely with the Project Manager on the project expenditure forecast and analysis of monthly project burnrates
• Collaborates with the Project Manager in the preparation of possible budget amendments
• Ensures the timely preparation of all project documents before audits and/or project expenditure verifications
• Prepares the draft of project interim and financial reports to be delivered to AICS

Procurement

• Monitors and manages deadlines related to contracts and suppliers
• In collaboration with the Project Manager and the procurement focal point, prepares the procurement procedures by following the donor guidelines
• Supports the Tender Evaluation Committee during the evaluation session
• Drafts the tender Evaluation Report and contract in collaboration with the Procurement focal point and project manager
• Verifies that the project procurement dossier is complete, and supervises its correct archiving
• With the support of the Regional Logistics manager, support the capacity building of the procurement focal point on donor procurement procedures

The duties and responsibilities set forth above are not exhaustive and the role holder may be required to perform additional duties requested by the Country Representative.

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Degree in Economics, Political Science or related fields
• Good knowledge of main donors’ administrative rules and procurement procedures (especially AICS)
• Excellent knowledge of written and spoken Italian (preferably Italian mother-tongue)
• Excellent knowledge of written and spoken English
• Full professional competency in Microsoft Office Suite, especially Word, Excel and Outlook

Professional experience

• At least 1 year of previous professional experience in similar roles in international and cooperation contexts in East Africa, preferably in Kenya

Skills and Abilities

• Planning, reporting, monitoring and evaluation skills
• Organization and teamwork skills
• Ability to support and train staff to enhance skills
• Proactive and dynamic attitude
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts
• Good listening and communication skills
• Positive attitude to work, self-reflective, motivated, inspired, collegial
• Strong commitment to the Mission of WeWorld
• Demonstrates integrity with regards to NGO values and ethical standards
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

WHAT WE OFFER

Type of contract: a first 6 (six) month collaboration contract subject to verification of the achievement of specific objectives (these objectives will be agreed together with the Line Manager upon arrival on assignment); a second collaboration contract of 6 (six) months renewable, following the positive evaluation of the first six months of contract

Economic conditions to be defined according to WeWorld Expatriates Compensation Policy: Base Salary (seniority/role held) + Contributions (role complex and hardship based on place of work; housing, schooling, flights for children and insurance coverage for children)

Annual leave: 2,5 days/month (working days)

Flight ticket: one return flight every 12 months of contract

Health insurance: covered

Family Duty Station: YES

R&R: NO

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologise in advance and will only respond to those profiles deemed suitable for the role.