AERC Project Assistant and Project Admin Jobs in Kenya

The African Economic Research Consortium (AERC) was established in 1988 as a public not-for-profit organization devoted to the advancement of economic policy research and training.

AERC's mission is to strengthen capacity for conducting independent, rigorous inquiry into the problems facing the management of economies in sub-Saharan Africa. 20 years since inception, the organization has become renowned for harnessing the potential of economists on the continent.

AERC has secured a contract from the World Food Program (WFP) to establish and manage a data analysis hub and work collaboratively with the Purchase for Progress (P4P) Coordinating Unit and 21 country offices located in Sub Sahara Africa, Latin America and Asia to package and disseminate lessons and best practices.

AERC is therefore looking for a team of motivated staff indicated below to provide support for the operations of the HUB.

Project Assistant

Reporting to Project Manager the Project Assistant will be responsible for providing administrative support to the project for efficient and effective project administration.

Key responsibilities:

• Provide secretarial support to the project team including drafting and typing correspondence and other documents as specified;
• Handling incoming telephone calls, mails, visitors and enquiries to the project manager ’s office and follow up as appropriate;
• Maintain and update a database for the contacts of persons and institutions working closely with the project;
• Ensuring that general office supplies and stationery are made available as required;
• Maintain and update the filing system;
• Prepare and dispatch project mail (DHL, FEDEX / Other);
• Provide administrative/logistical support in the preparation of meetings and workshops for the project;
• Provide support in processing travel documentation for the project staff and project clients, such as consultants as necessary;
• Any other duties that may be assigned by the Project Administrator and Project Manager.

Requirements:

• Bachelor’s Degree in Business related subject/ Secretariat studies;
• At least three years relevant experience in a similar function;
• Computer literacy including office applications such as MS Office Word, Excel, PowerPoint, Access and Internet;
• Team player with good interpersonal skills;
• Good communication and writing skills;
• Ability to work under pressure and meet deadlines

Project Administrator

The Project Administrator is responsible for all research grants, as well as ensuring efficient financial management and administration activities of the project.

The incumbent will work closely with the Project Manager and Monitoring and Evaluation Specialist to ensure that the project performs to the standards envisaged.

Key responsibilities:

• Maintains an accurate and up to date records/ account of all funds disbursed and payable by the project;
• Assists in reviewing all budgets, grants and verification of financial correspondence;
• Issues letters for grants and supervises preparation of correspondence;
• Maintains employees records for the project including benefits and payroll issues on behalf of the project;
• Prepares periodic financial projections and reports in consultation with the project manager;
• Prepares financial reports for the funder;
• Is the secretary during any meetings within the unit;
• Maintains the funder allocation schedule;
• Assists the project manager in preparation of periodic reports ;
• Ensures compliance with donor requirements on use of donor funds;
• Advices the finance unit on the status of grants payable;
• Reviews and verifies the financial statements for the project ;
• Reviews the financial statements for the project;
• Reviews quarterly reports together with the finance unit and verifies expenditures for the project;
• Works with Project Manager to prepare Annual Programme of Work and Budget for the project;
• Manages workshop logistics, supervises preparation of correspondence.

Requirements

• Bachelors degree in Business Administration or other relevant discipline;
• At least 3 years experience in project administration;
• Competency in French and Spanish languages will be an added advantage;
• Financial management and analytical skills;
• Should be a team player with leadership skills;
• Strong communication and interpersonal skills;
• Ability to work under pressure and meet strict deadlines.

If you believe you have the qualifications and experience to match this role, please submit your application with a detailed CV, stating your current position, remuneration, email, telephone contacts, and names and addresses of three referees.

To be considered your application must be received by May 25, 2011 addressed to:

The Manager, Human Resources and Administration
African Economic Research Consortium (AERC)
Email: recruitment@aercafrica.org

For more information on AERC, you can visit our website on www.aercafrica.org