Job Title: Projects Administrator
Location: GROW Offices - Mokhotlong
Reports to: Managing Director
Location: GROW Offices - Mokhotlong
Reports to: Managing Director
Job Summary
The Project Administrator is required to conduct ongoing analysis of project expenditure; provide status reports and disbursement requests to funding agencies in collaboration with the Accounts department; prepare purchase requisitions and follow up the status of procurement of goods and services and liaise with the Accounts department to ensure creditors are paid.
The Project Administrator is required to conduct ongoing analysis of project expenditure; provide status reports and disbursement requests to funding agencies in collaboration with the Accounts department; prepare purchase requisitions and follow up the status of procurement of goods and services and liaise with the Accounts department to ensure creditors are paid.
The Project Administrator is also required to provide the requisite administrative and logistical support to GROW projects in accordance with Donor contracts, goals, policy guidelines and standards of the project.
Job Specifications
Skills Education & Specialized Techniques
• Bachelor degree in Management Studies (Accounting) or Level 2 ACCA
• Diploma in Business Administration
• Proficiency in software applications, especially Microsoft Projects, Microsoft Word, Excel,
PowerPoint and Outlook
• Training in Project Administration/ Project Management.
• Preparation of Financial Statements and Budget Analysis.
Skills Education & Specialized Techniques
• Bachelor degree in Management Studies (Accounting) or Level 2 ACCA
• Diploma in Business Administration
• Proficiency in software applications, especially Microsoft Projects, Microsoft Word, Excel,
PowerPoint and Outlook
• Training in Project Administration/ Project Management.
• Preparation of Financial Statements and Budget Analysis.
Experience
• At least three (2) years experience in Budget preparation, Project Administration
• At least three (2) years experience in Budget preparation, Project Administration
Duties and Responsibilities:
In accordance with the policies and procedures, and in consultation with the Manager, the Project Administrator is responsible for the following:
• Prepare purchase requisitions and submit to Accounts department for payment on a timely basis
• Follow up procurement status of goods and services
• Check invoices for accuracy and approvals and maintain accurate and up to date project financial records
• Conduct Project Budget Analysis
• Provide status report for disbursement requests to funding agencies in collaboration with the Accounts Department
• Setup new project templates, project codes and information, including ensuring that contracts are signed and filed, with all details
• Relevant project cost trackers to be maintained with timesheet information and invoice details to track performance for each project
• Relevant project data sheets compiled and saved for future reference
• Project closure reports completed with the Project Coordinator and Officers to be saved
• Support (putting together staff CV’s, company profiles and other documentation)
• Ensure concept notes and proposals are fully collated, signed, printed and delivered on time
• Maintain a “proposal” submission list to track
• Assist Project Officers with the preparation of presentations and any research of relevant
• documentation
• Take minutes of project meetings as required
• Ensure that all project administration support is provided
• Coordinate processes associated with preparations and organizing of workshops (invitations, venues and other related logistics)
• Organize travel arrangements and related accommodation for management and project staff and any other project related arrangements that are required
• Maintaining and integrating project plans, tracking & reporting overall progress and administering the project budget
Desired Skills and Experience
MS Office advanced proficiency – Projects, Outlook, MS Word, PowerPoint, Excel
•Excellent verbal and written communication skills
•Problem solving skills
•Ability to take initiative
•Detail-orientated
•Process and documentation driven
•Ability to organize effectively and prioritize own workload
• Experience in the full project cycle is a must (pre- and post-proposal development)
In accordance with the policies and procedures, and in consultation with the Manager, the Project Administrator is responsible for the following:
• Prepare purchase requisitions and submit to Accounts department for payment on a timely basis
• Follow up procurement status of goods and services
• Check invoices for accuracy and approvals and maintain accurate and up to date project financial records
• Conduct Project Budget Analysis
• Provide status report for disbursement requests to funding agencies in collaboration with the Accounts Department
• Setup new project templates, project codes and information, including ensuring that contracts are signed and filed, with all details
• Relevant project cost trackers to be maintained with timesheet information and invoice details to track performance for each project
• Relevant project data sheets compiled and saved for future reference
• Project closure reports completed with the Project Coordinator and Officers to be saved
• Support (putting together staff CV’s, company profiles and other documentation)
• Ensure concept notes and proposals are fully collated, signed, printed and delivered on time
• Maintain a “proposal” submission list to track
• Assist Project Officers with the preparation of presentations and any research of relevant
• documentation
• Take minutes of project meetings as required
• Ensure that all project administration support is provided
• Coordinate processes associated with preparations and organizing of workshops (invitations, venues and other related logistics)
• Organize travel arrangements and related accommodation for management and project staff and any other project related arrangements that are required
• Maintaining and integrating project plans, tracking & reporting overall progress and administering the project budget
Desired Skills and Experience
MS Office advanced proficiency – Projects, Outlook, MS Word, PowerPoint, Excel
•Excellent verbal and written communication skills
•Problem solving skills
•Ability to take initiative
•Detail-orientated
•Process and documentation driven
•Ability to organize effectively and prioritize own workload
• Experience in the full project cycle is a must (pre- and post-proposal development)
Position closing date: 21 January 2015
Interested and qualifying candidates must submit their CV and covering letter ONLY to GROW offices or by e-mail to lengolo@grow.org.ls
If you do not hear from us two (2) weeks after closing date, deem your application as unsuccessful.
