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Project Assistant
Nairobi, Kenya
Salary range: Confidential | Contract type: Permanent
You have 19 days left to apply for this job.
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Job Summary
The Regional Scholarship and Innovation Fund (RSIF – https://www.rsif-paset.org/) is one of the flagship programmes of the Partnership for Skills in Applied Sciences, Engineering and Technology (PASET), an initiative by African governments to address systemic gaps in skills and knowledge necessary for long-term, sustained economic growth in sub-Saharan Africa (SSA). PASET was launched in 2013 by the governments of Senegal, Ethiopia and Rwanda. The governments of Kenya and Ivory Coast have since joined the initiative, while several others have expressed commitment to enter the partnership. With funding from African governments, the World Bank and the Korean government, RSIF aims to support PhD training, and research and innovation in various African universities selected as centres of excellence in fields identified by PASET as priority economic sectors for growth and development, including food security, ICT and materials science. A competitive grants scheme, RSIF has two components: (i) the general fund, which supports PhD training, research and innovation projects annually; and (ii) the permanent or endowment fund, whose return proceeds will become part of the general fund.
Responsibilities
Programme Management
- Maintains database of key contacts for the Programme.
- Handles maintenance of office assets and keeps an inventory of equipment, vehicles and procured supplies
Prepares and maintains lists of staff, visiting scientists, consultants and students in the Programme
- Creates and manages electronic and manual filing systems, and maintains and updates files and records, archiving and storage.
- Responds to routine correspondence, and handles e-mail, telephone communication, requests, enquiries and other communication systems and processes to appropriateparties. Proposal Development
- Coordinates the planning and organising of internal and external meetings for proposal development and other events (e.g. folders and materials, registration forms, workshop programmes and name tags, follow up on payments and settlement of working advances, documentation and proceedings).
- Responsible for making payment to the participants.
- Maintains publications database. Project Planning
- Tracks the activities as per the project work plan.
- Supports the collection of documents required in drafting partner and donor agreements
. • Keeps electronic and manual records for project agreements and other projectdocuments.
- Participates in preparing the annual budget.
- Participates in meetings and assists in preparation of minutes.
- Tracks information and document flow between the project’s other units – e.g. the Legal and Communications Units. Project Execution
- Coordinates all project staff travel arrangements and logistical support in conjunction with the relevant units, including handling of travel requests and travel expense reports, accommodation and travel advances.
- Coordinates the preparation of programmatic meeting materials.
- Receives accounting reports from partners and reviews them before submitting to supervisors for approval and thereafter to finance for review. Once the reports are approved, in liaison with the supervisor, initiates the process of replenishing the collaborating/partnering countries’ imprests and/or installments as per the agreement
. • Maintains various databases, e.g. funds transferred to partners for ease of follow-up and reference when processing the requisitions and payments.
- Follows up on any financial issues within the Programme that need clarification.
- Collates materials for project reports. Project Closure
- Coordinates the maintenance of documentation of all project assets and documents to facilitate project closure.
Job Requirements Required education: Diploma, Associate’s degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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