Project Assistant at Women Friendly Initiative (WFI)

Location: Kuje - Abuja
Reports to; Director of Programs

Details

• Program Management - USAID “Youth-Powered Ecosystem to Advance Urban Adolescent Health and Well-Being in Nigeria.” Project - (100% LoE)

The successful candidate will
Administrative management:

• Operationalize administrative procedures such as Time sheet, Travel and transportation, Documentation, and Procurement of services of Consultants.
• Manage and review approved claims of staff on the project
• Create and update staff information in personnel files
• Liaise with other units to update WFI’s fixed assets register
• Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plan;
• Maintain project correspondence and communication;
• Collect, register and maintain all information on project activities;
• Advise all project counterparts on applicable administrative procedures and ensures their proper implementation;
• Contribute to the preparation and implementation of progress reports;
• Prepare agendas and arrange field visits, appointments and meetings both internal and external related to the project activities and write minutes from the meetings;
• Maintain project filing system;
• Prepare routine correspondence and memoranda for CEO signature;
• Receive, screen and distribute correspondence and attach necessary background information.

Financial management:

• Follow-up on timely disbursements by donors/prime partner;
• Assist in the preparation of payments requests for operational expenses, salaries, insurance, etc. against project budget and work plan;
• Support the preparations of project work-plan and operational and financial planning processes;
• Monitor project activities, budget and financial expenditures and maintain a proper record of approved project budgets and their revisions;
• Prepare and submit expenditure and programme budget status reports;
• Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
• Advise and assist CEO and DOP on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Undertake other financial and administrative tasks on an ad hoc basis.

Procurement:

• In accordance with the Work Plan arrange for procurement of equipment, supplies and services;
• Arrange for equipment maintenance and insurance as required;
• Ensure that contractual processes follow the stipulated USAID/WFI procedures;
• Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
• Maintain records over project equipment inventory.
• Perform other duties as assigned.
• Commitment to WFI’s core values and ideology.
• Passion for working with youth