Project Administrator - PAYED 6.0 at TechnoServe

Requisition Number: PROJE002902
Location: Asaba, Delta
Job type: Full-Time
Job Category: Operations
Grade: 5
Travel: Occasionally

Job Summary

• The Project Administrator will support the project team with logistics, administrative backstopping, workshop events and day-to-day support.

Program / Practice / Department Overview

• The Pan African Youth Entrepreneur Development (PAYED) Project supports youth owned micro-retail business owners in Ivory Coast, Kenya, Nigeria and Tanzania in gaining business and financial management skills, foster business support and connections, optimize financial performance, improve store aesthetics, product ranges and display.

Primary Functions & Responsibilities

• Coordinate meetings with project team, consultants and country office staff.
• Arrange meeting rooms, drafts and disseminates meeting agendas, prepares briefing notes and where necessary takes meeting minutes which may include preparing and disseminating materials as instructed.
• Organize meetings and workshops for the project, including travel arrangements and security.
• Draft correspondence including reports, contracts, and other administrative documents.
• Assume responsibility for document filing and develops office administrative procedures as required.
• Respond to general inquiries to the field office.
• Manage timesheet entries and maintains timesheet records.
• Oversee transportation and vehicle management; coordinates domestic travel arrangements for the project team
• Day-to-day facilities management of the office, developing and maintaining good relationships with suppliers
• Supervise support staff such as drivers, security guards, and cleaners
• Manage procurement as per TechnoServe’s procurement policy and national standards, liaising with the Operations team.
• Work with the TechnoServe Nigeria financial accountant to implement all financial management policies and procedures
• Prepare accounts payable documents (e.g. invoices, payment requests) for approval
• Ensure all documents are filed and maintained for auditing purposes
• Manage payment of office bills and petty cash and ensures that receipts are kept for all expenses.
• Perform small-scale procurement, ensuring adequate stocks of all necessary supplies (e.g. stationery, water, etc.)
• Monitor travel and expenses reporting by all project team members, including processing expense claim forms.

Basic Qualifications
These are the requirements that any qualified candidate must meet. Typically includes:

• Minimum of 2 years of documented experience in an administrative /office operations management role
• Bachelor’s Degree or HND in Business Administration or relevant Social Science related field.
• Fluency in English
• Ability to develop well written and cohesive reports
• Knowledge of office software packages (MS Word, Excel) and procurement digital tools.
• Good knowledge of procurement processes especially within the NGO space.
• A working knowledge of Asaba and environs will be an added advantage

Knowledge, Skills and Abilities:
This section should highlight the competencies that would make a candidate successful in the role such as:

• Good knowledge of procurement processes especially within the NGO space.
• Self-starter, energetic, and friendly
• Comfortable with new ways of thinking and working
• Maintains integrity and personal reputation
• Reviews information quickly and does not hesitate to try out solutions
• Passionate about knowledge learning and sharing.

Supervisory Responsibilities:

• None directly.