Assistant To Project Manager At International Livestock Research Institute (Ilri)

ResponsibilitiesProposal DevelopmentSupport in tracking project proposal documentation, including logging all project documents in the OCS system.Project PlanningWork closely with the rest of the project administration team and ILRI support units to ensure project procurement plans are in place to avoid delays in acquiring project consumables, consultants, staff etc as needed.Project ExecutionInputting various project requests on the OCS system these includes procurements, RFPs, consultant requests, payment requests, raising various requisitions on the OCS system.Assist in ensuring effective communication within administrative teamGather inputs for the preparation of project reportsArranging for fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues ,etc.Take minutes for all project meetings and share these in good timeProcurement support: Collating all RFQs, following up for quotations from procurement, Creating suppliers on the system, Raising Pos, and payment requests.Field work support: work closely with Field assistant to arrange fieldwork by ensuring all the logistics are in place; travel arrangements, accommodation, meeting venues, Requisition of funds for Government perdiems and ensuring timely & accurate surrenders with all the support documents in placeRequest funds for Fellows activities in line with approved forecasts and coordinate the surrender of these funds, and assist in reviewing the receipts to support fellow expenses, putting these on OCS.Consolidating all support documents for all expenses as per the monitoring meetings and reports. All these are put on one shared folder in a manner that is easy to link the support document with the expense.Booking dummy flights and accommodation to facilitate Visa applications for various fellows/staff and eventually fully confirming these bookings depending on Visa outcomesSupport in partner support documentation consolidationProject ClosingCreate a list of electronic project documentation/repository including reports, approvals and any other relevant documentation for donor support documentation and archiving these as needed.Coordinate knowledge sharing activities at the close of the projectUpdate and maintain all project databases and filing systemsPerform any other related duties as may be requiredRequirementsBachelor's degree with a minimum of two years relevant experienceOr Diploma in relevant field with five years of relevant experienceTechnical training in project management – desirableGood understanding of methods, techniques and proceduresEffective administrative skillsEffective communication and writing skillsExperience in facilitating teamwork and collaboration across multiple functionsExperience working in an international organization