Duties for the Project Assistant Job
Under the overall guidance of the FAO Representative in Kenya, direct supervision of the National Project Manager, technical backstopping from NRM Sector Head and AFAOR (Administration and Finance), the field project assistant will be responsible for all financial and administrative operations of the project in accordance with FAO regulations and guidelines.
He/she will be responsible for the operational and logistical aspects of the project. The field project assistant will be responsible for the day-to-day management of project operations and with financial and administrative reporting. The field project assistant’s primary responsibility is to ensure that the project activities specified in the project document are facilitated to the required standard of quality and within the specified constraints of time and cost. He/she will specifically:
Support the day-to-day operation of the project activities in the field
Establish and organize project task forces and ensure timely provision of suitable inputs (personnel, training, equipment and supplies) including preparing initial and regular budget revisions and providing overall administrative and operational support to the project in the field;
Ensure timely submission of regular project progress and implementation reports including identification of project follow up requirements and project closure including reporting;
Monitor the project in close collaboration with the project manager, technical officers, the assistant FAO representations and other units at headquarters and at country level;
Monitor delivery estimates and contribute to regular reports at the request of the budget holder and NPM;
Carry out financial management and supervision of project budgets on behalf of the budget holder;
Lead, in collaboration with the NPM, the preparation of the preparation of annual work plans and budget;
Appraisal and operational clearance of project documents, preparation of budgets and active participation in project discussions;
Prepare detailed budgets for cash transfer requests based on the AWP/B and project account cash balance;
Maintain the project’s disbursement ledger and journal;
Keep the financial records and regular review of the project account;
Review the receipts and financial reports submitted by field offices and sub-contractors;
Prepare six-monthly financial statement of expenditures;
Prepare the personnel and services contracting and procurement documents;
Participate in contracting and procurement processes including of submission of documentation to FAO for clearances; and
Prepare relevant documents for internal and external financial audits.
Any other duty assigned by the programme manager, the coordinator or the FAOR’s office.
Project Assistant Job Requirements
Completion of Secondary Education
University degree or diploma in Economics, Finance Management or related fields
Minimum 4 years of experience in project planning and management
Working knowledge of English and Kiswahili
Excellent communication and analytical skills
Excellent planning and organizing skills; accurate with attention to detail
Knowledge of local dialect is an added advantage.
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Field Project Assistant Administrative Assistant
