Background: The overall objective of this position is to ensure that projects are executed within budget and timelines and in accordance with Kimetrica quality assurance standards, regulations and procedures. The Project Administrator serves as the linkage between project technical teams and the Operations and Finance teams.
Delegation and Communications:
The Project Administrator reports to the Head of Advisory Services. He/she will liaise between the Project Managers, Chiefs of Party and other technical staff and the key finance and operations staff including but not limited to the Head of Finance, the Senior Financial Analyst, the Accountant, HR and compliance and Operations.Support the development of project management capacity and provide guidance to project managers. In cooperation with HR/Contracts and Compliance, ensure that all PMs are fully compliant with internal procedures and with the relevant client regulations (e.g. USAID FAR) through coaching and provision of the relevant documentationMaintain an ongoing thorough understanding of administrative aspects for all projects within your portfolioLiaise with Procas (financial system) Expert on entering new projects into ProcasAdvise and assist Project Managers in the implementation of Prince II, Agile/Scum and other essential project management practicesCoach project managers and staff on internal and client rules and regulations are followed (USAID, FAR, etc) and provide training as necessaryWork with the PMs to ensure that detailed work plans are developed with calendars for important project datesEnsure that PMs develop and archive the correct project documentation and that all project records are kept in the appropriate file locations with the appropriate access rightsIdentify ways to improve support to Project Managers and to enhance the quality of project management supportEnsure that project deliverables meet deadlines and Quality Assurance standards. While the PM will have primary responsibility for quality assurance and adherence to deadlines, the Project Management Specialist will:Monitor project deliverables against the contract and work plan and issue timely reminders to the PMWork with the PM to find solutions to delaysEnsure that delays are communicated to Finance so that revenue forecasts can be updatedReview deliverables to ensure that they conform to the contractual requirements and client expectations and work with the PM to rectify discrepanciesReview deliverables to ensure that they conform to Kimetrica quality standards and guidanceNotify the COO and CEO of any delays in delivery and sub-standard deliverablesEnsure the effective management of project resources. By creating an effective interface between the technical Project Managers and the Finance and Operations Service, the Project Administrator will help to ensure cost-efficient, timely and compliant project support. The focus will be on ensuring smooth coordination between the technical services and Finance and Operations in these areas:
HRAssist the PM in the timely recruitment of key project personnel and consultants, ensuring that procedures are followedIn close liaison with HR, ensure that position requests, Terms of Reference and contracts are issued in good timeEnsure consultants are entered into the PROCAS systemEnsure that consultants submit timesheets and/or their deliverables are delivered and properly scrutinized prior to paymentProvide first line of communications between project staff and HR and Finance on all HR and payment issuesAssist project managers with salary and travel approvals; ensure that travel is compliant with regulationsEnsure that performance appraisal is executed for all project staff and consultantsEnsure that all consultants are included in the consultant databaseLiaise with Finance to ensure that consultants’ payments are set upAssist the Finance office in invoicing and ensuring timely and accurate submission of invoicesEnsure Finance is fully briefed on upcoming expenses and paymentsLiaise with the PM and Finance to ensure accurate and complete budgetingReview invoices prior to submissionEnsure efficient ticketing for project staff and consultantsEnsure that the relevant travel insurance is issuedTrain employees and consultants on emergency procedures; address safety issues during travelAssist consultants and project staff with travel planning and documentation (itineraries, travel authorization forms, insurance certificates, etc)Follow up on expense claims and per diem issues if necessaryAssist project managers with project-related procurementAssist with project fixed asset trackingAssist with project subcontractingSmart, motivated, problem-solving and hard-workingMinimum Bachelor’s degreeProactive, detail-oriented personality; excellent organizational skills; ability to multi-taskComfortable with numbers and MS ExcelAt least two years experience with project support and administrationComfortable working with a diverse workforceComfortable working virtually (email, skype)Interest in international development issuesExcellent communications skills in EnglishVolunteer experience essentialCPA would be usefulSend an email and detailed CV attachment to jobs@kimetrica.com on or before 31st December 2013.
The message should be entitled: “Project Administrator”.
Explain why you are interested in the positionDescribe how you found out about the vacancyDescribe your career ambitions in the next 5 yearsPlease do not attach references, certificates or any other documents (other than the CV) to your message.
The selection process will include:Short-listing of candidates based on applications (unsuccessful candidates may not be notified)Testing of applicants’ ability to write simple code and design a basic databaseOne or two rounds of interviews including practical exercises and tests (successful and unsuccessful candidates will be notified at each stage)Verification of qualifications, employment record, and references
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