Project Administrator

Grade: Mid-Level
 

Location: Nairobi, Kenya

Background

The overall objective of this position is to ensure that projects are executed within budget and timelines and in accordance with Kimetrica quality assurance standards, regulations and procedures.

The Project Administrator serves as the linkage between project technical teams and the Operations and Finance teams.

Delegation and Communications:

The Project Administrator reports to the Head of Advisory Services. He/she will liaise between the Project Managers, Chiefs of Party and other technical staff and the key finance and operations staff including but not limited to the Head of Finance, the Senior Financial Analyst, the Accountant, HR and compliance and Operations.

Key Tasks:

Support the development of project management capacity and provide guidance to project managers.

Specifically:

In cooperation with HR/Contracts and Compliance, ensure that all PMs are fully compliant with internal procedures and with the relevant client regulations (e.g. USAID FAR) through coaching and provision of the relevant documentation

• Maintain an ongoing thorough understanding of administrative aspects for all projects within your portfolio
• Liaise with Procas (financial system) Expert on entering new projects into Procas
• Advise and assist Project Managers in the implementation of Prince II, Agile/Scum and other essential project management practices
• Coach project managers and staff on internal and client rules and regulations are followed (USAID, FAR, etc) and provide training as necessary
• Work with the PMs to ensure that detailed work plans are developed with calendars for important project dates
• Ensure that PMs develop and archive the correct project documentation and that all project records are kept in the appropriate file locations with the appropriate access rights
• Identify ways to improve support to Project Managers and to enhance the quality of project management support

Ensure that project deliverables meet deadlines and Quality Assurance standards. While the PM will have primary responsibility for quality assurance and adherence to deadlines, the Project Management Specialist will:

• Monitor project deliverables against the contract and work plan and issue timely reminders to the PM
• Work with the PM to find solutions to delays
• Ensure that delays are communicated to Finance so that revenue forecasts can be updated
• Review deliverables to ensure that they conform to the contractual requirements and client expectations and work with the PM to rectify discrepancies
• Review deliverables to ensure that they conform to Kimetrica quality standards and guidance
• Notify the COO and CEO of any delays in delivery and sub-standard deliverables

Ensure the effective management of project resources. By creating an effective interface between the technical Project Managers and the Finance and Operations Service, the Project Administrator will help to ensure cost-efficient, timely and compliant project support.

The focus will be on ensuring smooth coordination between the technical services and Finance and Operations in these areas:

HR

• Assist the PM in the timely recruitment of key project personnel and consultants, ensuring that procedures are followed
• In close liaison with HR, ensure that position requests, Terms of Reference and contracts are issued in good time
• Ensure consultants are entered into the PROCAS system
• Ensure that consultants submit timesheets and/or their deliverables are delivered and properly scrutinized prior to payment
• Provide first line of communications between project staff and HR and Finance on all HR and payment issues
• Assist project managers with salary and travel approvals; ensure that travel is compliant with regulations
• Ensure that performance appraisal is executed for all project staff and consultants
• Ensure that all consultants are included in the consultant database

Finance and accounting

• Liaise with Finance to ensure that consultants’ payments are set up
• Assist the Finance office in invoicing and ensuring timely and accurate submission of invoices
• Ensure Finance is fully briefed on upcoming expenses and payments
• Liaise with the PM and Finance to ensure accurate and complete budgeting
• Review invoices prior to submission

Travel

• Ensure efficient ticketing for project staff and consultants
• Ensure that the relevant travel insurance is issued
• Train employees and consultants on emergency procedures; address safety issues during travel
• Assist consultants and project staff with travel planning and documentation (itineraries, travel authorization forms, insurance certificates, etc)
• Follow up on expense claims and per diem issues if necessary

Procurement and Supplies:

• Assist project managers with project-related procurement
• Assist with project fixed asset tracking
• Assist with project subcontracting

Requirements

• Smart, motivated, problem-solving and hard-working
• Minimum Bachelor’s degree
• Proactive, detail-oriented personality; excellent organizational skills; ability to multi-task
• Comfortable with numbers and MS Excel
• At least two years experience with project support and administration
• Comfortable working with a diverse workforce
• Comfortable working virtually (email, skype)
• Interest in international development issues
• Excellent communications skills in English
• Volunteer experience essential
• CPA would be useful

To apply

Send an email and detailed CV attachment to jobs@kimetrica.com on or before 31st December 2013.

The message should be entitled: “Project Administrator

In the email you should:

• Explain why you are interested in the position
• Describe how you found out about the vacancy
• Describe your career ambitions in the next 5 years

Please do not attach references, certificates or any other documents (other than the CV) to your message.

The selection process will include:

• Short-listing of candidates based on applications (unsuccessful candidates may not be notified)
• One or two rounds of interviews including practical exercises and tests (successful and unsuccessful candidates will be notified at each stage)
• Verification of qualifications, employment record, and references