Project Administration Support Officer at IITA - International Institute of Tropical Agriculture

Description

• Assist in the aspect of daily scouting/desk review of donor websites to identify calls/funding opportunities.

• Assist in processing of administrative supporting documents (e.g. Support letter, Letter of Intent etc.) to be submitted with Proposals/CNs/Expression of Interest.
• Assist in facilitating completion of proposal summary form (as may be necessary).
• Ensure all project closure process and related activities are properly implemented.
• Proactively review agreements to monitor compliance to established systems and procedures related to project close-out requirements.
• Develop and manage a tracking system for monitoring and follow-up on administrative closure of projects.
• Work closely with Project Managers and Finance Directorate's Assets Officer to facilitate the reconciliation of the project's close-out inventory list.
• Follow-up with Project Managers and teams to ensure timely completion of project close-out checklist and ensure all relevant documents are submitted.
• Follow-up with donors to facilitate receipt of formal letter that acknowledges/certifies the satisfactory completion of projects.
• Circulate e-mail signifying the formal administrative closure of projects to relevant internal stakeholders.
• Work with other colleagues to ensure seamless flow of project closure related information and in achieving the unit’s set goals.
• Liaise with relevant units/teams to ensure projects are administratively closed properly.
• Actively support the Head of the Unit to ensure continuous improvement in project closeout processes.
• Assist and ensure that all close-out related documentations are promptly uploaded on ProMIS database;
• Perform any other job-related duties as may be assigned by the Head of the Unit.

QUALIFICATION:

BSc/HND in Agricultural or Science related field with a minimum of four (4) years’ experience in an agricultural and multi-cultural organization with familiarity with related concepts.

COMPETENCIES:

The ideal candidate must:

• Have proven experience in handling administrative functions which involves regular communication/correspondence with stakeholders (internal and external).
• Have excellent Communication in English language.
• Have proficient skills with MS Office Suite (including MS-Word, MS-Excel, MS-Outlook) and computer applications.
• Have good understanding of agricultural-related terminologies and concepts;
• Have excellent client services orientation and ability to prioritize and manage time efficiently.
• Have strong people/stakeholder management skills.
• Ability to work effectively as part of a team.
• Have good problem-solving and analytical skills required.
• Be able to multi-task and have ability to meet quality standards within deadlines;
• Flexibility to manage uncertainty and adjust to a changing work program