Responsibilities

• Programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances. The incumber is also responsible for research and compilation (analysis and summaries) of/for basic information on finance data on programmes and projects.
• Tracks resolutions and other decisions that affect programme/project (grants legal instruments processes and related amendments) as well as identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action.
• Drafts budget and cash flow forecast; prepares monitoring checklists as well as monitoring/tracking sheets/tools on all HR/Admin related processes for the CCUE Section's members.
• Monitors budgetary commitments, including verification of charges and obligations documents in UMOJA for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required. Supplementary training in administration, project management or other relevant field is desirable.

Work Experience

• A minimum of ten (10) years of experience in demonstrated ability to collect, analyze, and present programme, operational, and financial data to support management decision-making is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• Experience coordinating with multiple stakeholders, including internal sections/divisions, implementing partners, donors, consultants, and external service providers is required.
• Proven experience managing administrative processes related to recruitment, procurement, travel, contracts, and payment processing is required.
• Experience monitoring grants, agreements, legal instruments, amendments, or similar project governance and compliance mechanisms is desirable. Strong proficiency in Microsoft Excel, including financial analysis, budget tracking, and data management; knowledge of Power BI or other reporting tools is desirable.