Project Administrator (Africa Regional Office), Kigali

Project Administrator (Africa Regional Office) [Based in Kigali]

We are seeking a Project Administrator for 2-year-regular position (renewable) to work within Africa Regional Office at the International Vaccine Institute in Seoul, Korea. (Duty station: Kigali, Rwanda)

Job Description

This job is responsible for providing administrative and logistics support to Project Team to ensure efficient project implementation.

Key Roles & Responsibilities

1. Grant administration
   • Provide budget justification for grant proposal, while preparing financial reports in compliance with policies and guidelines.
   • Provide support in preparing legal documentation (eg, MOU, service agreement, contract etc) utilizing standard templates.
   • Support internal approval of legal documentation.
   • Provide support in managing sub-awards, sub-grants, collaboration and other vendors.
   • Communicate with Finance for grant initiation and closing.
   • Coordinate any IRB approvals required for projects.
2. Project/budget administration
   • Maintain approved and updated project budgets to facilitate ongoing financial analysis.
   • Prepare financial reports in accordance with IVI and/or sponsor templates and guidelines.
   • Support preparation of budget and expenditure projections.
   • Provide support in planning, monitoring and validating resource (FTE & external) utilization.
   • Monitor and validate individual project cost expenditures, analyze financial status, and advise project team members on funding execution.
3. Logistics and administration
   • Provide logistics support in procurement for the project and functions.
   • Provide logistic/administrative support in arranging meetings, conferences, workshops etc.
   • Coordinate and support disbursement of project funds.
   • Manage project archiving system.

Job Requirements and Qualifications

1. Education Requirements
   • Bachelor's degree
2. Related Field Work Experience
   • 2+ years in administration
3. Technical and Professional Skills / Knowledge
   • Knowledge in accounting and finance
   • Knowledge of general administrative procedures and guidelines
   • Proficiency in MS Office and web-based applications
4. Key Competency
   • Client Orientation
   • Communication
   • Commitment to Continuous Learning
5. Language Proficiency
   • Fluency in English

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