Overview
This role provides administrative and clerical support to project teams, ensuring efficient operation of project activities. The position involves managing project documentation, coordinating logistics, and assisting with communication and reporting tasks.
Key Responsibilities
- Maintain accurate and organized project files (hard copy and electronic).
- Assist in the preparation and distribution of project documents, reports, and presentations.
- Support the monitoring of project progress against planned milestones and deliverables.
- Coordinate travel arrangements, meetings, and workshops for project staff and stakeholders.
- Support the procurement of project supplies and equipment.
- Assist in managing project inventory and assets.
- Process Daily Subsistence Allowance (DSA) requests and expense claims.
- Support the organization of project events, workshops, and training sessions.
- Assist in drafting and distributing project communications.
- Support the preparation of project progress reports.
- Maintain effective communication with project team members and stakeholders.
- Track and monitor deadlines for internal and external reporting.
- Prepare and maintain a current contact database.
- Provide general administrative support, including photocopying, filing, and data entry.
- Assist in managing project correspondence and responding to inquiries.
- Schedule appointments and manage the project team's shared calendar.
- Assist in processing payments and invoices.
- Support the monitoring of project expenditures and budgets.
- Assist in preparing financial reports and documentation.
Required Experience
- Four years of experience in providing administrative, logistical or financial support to projects or teams.
- Experience in managing project documentation and coordinating logistics.
- Desired: Experience working in an international organization or NGO.
- Desired: Experience with financial record-keeping and reporting.
Qualifications
- Required: Secondary/ High School Diploma
- Desired: A Technical/Professional Diploma or higher (e.g., University Degree) in Business Administration, Financial Management, Accounting or Logistics.
