Project Administrator

Overview and Terms

Job title	Project Administrator
Date reviewed	September 2012
Purpose	To provide administrative support for the RedR OFDA funded Training Programme in East Africa
Responsible to	Project Co-ordinator , Kenya
Responsible for	N/A
Working with	Colleagues within the  Nairobi office and external contacts as necessary
Location	Nairobi, Kenya
Post	Full-time
Period	18 months
Grade	3
Salary	Kshs. 986,939 per annum
Other	As defined in our standard contract terms

RedR and the work we do

Each year millions of people around the world feel the effects of natural disaster and conflict. RedR is an international charity that improves the effectiveness of disaster relief, helping save and rebuild the lives of people affected by disaster worldwide. We do this by delivering essential training and support to relief organisations and their staff, and by supplying skilled professionals to humanitarian programmes.  Our work helps to ensure that the right people with the right skills are responding to global emergencies, and enables both local and international relief workers to react to the needs of those affected by disaster, efficiently and safely.

In response to recent humanitarian catastrophes, we currently have training and local capacity building programmes in Sudan, Pakistan and South Sudan and have recently secured contracts for two large training programmes in Kenya.  It is anticipated that our training programme in the country will expand further in the next year.

Context

RedR UK is in the final stages of negotiating a contract with OFDA for a cutting edge programme of holistic security training in partnership with Harvard University, a world renowned academic institution at the cutting edge of online learning, and Beechwood International, a highly respected and innovative private sector partner renowned for its support to collaboration and decision making.

Working closely with 12 national and international organizations operating in East and Central Africa this program will prove an innovative approach to the integration of security management that can be projected on a global scale. This approach will directly address the long term lack of ‘total agency’ buy-in to security issues and management.

Job Description

Main Duties and Responsibilities:

The Project Administrator will assist with the registration of all event participants, production of materials and resources as well as administration for learning events. They will also be responsible for maintenance of monitoring data and collation of data for evaluation and reporting.

To provide general support;

·         Work with the Kenya PM, Communications and Marketing staff and OFDA Project Coordinator to ensure that there are effective project communication tools in place including (but not limited to): power point presentations/info sheets explaining the project to potential project partners prior to selection; power point/info sheets that can be used by selected partners in explaining the project to their staff

·         Support the OFDA Project Coordinator as necessary in undertaking partner selection and internal capacity assessments with project partners (at start and end of the project) once selected. Gather all necessary results/data and share with the UK Project Coordinator for analysis.

·         Deal with all administrative and logistical aspects of organising training events, workshops and on-line webinars and working groups  organised by RedR UK in Kenya for the OFDA project

·         Attend all face to face events (training courses, workshops, focus group discussions)  to support and provide administrative and logistical support to the facilitators, run the registration desk, manage the catering, and ensure the events run smoothly

·         Attend all face to face events and

·         Manage the relationship with course participants ensuring they are provided with a high level of customer service

·         Organise equipment, training and learning materials, stationary etc. ensuring that the training rooms used are always tidy and well-stocked with stationery.

·         Prepare, compile and copy workbooks and hand-outs; prepare welcome packs, CDs and flash drives

·         Provide all necessary information/briefing etc. for participants prior to on-line learning activities and follow up with them as necessary after the events e.g. for completed evaluations, action plans

·         Deal with all aspects of training finance, including processing course payments, sending and processing invoices, processing travel expense claims, and accurately and efficiently maintaining and monitoring finance records in coordination with the Finance Assistant.

·         Support the Facilitators in gathering evaluation forms and Action Plans and compiling this data for completion of Training Reports. Ensure these are sent to the UK Project Coordinator within 10 days of the event

·         Organise all post-event follow ups for monitoring and evaluation purposes

·         Procure all necessary materials for project activities ensuring that they are available when needed and budgets are adhered to

• Any other reasonable tasks or duties as required by line manager or organisation.

Person Specification

Essential

• A commitment to our humanitarian mission and values
• An interest in Learning and Development and Human Resources
• Initiative, enthusiasm and a problem-solving approach to new challenges
• Systematic and efficient administrative skills, including an ability to prioritise, manage and complete a variety of tasks with minimal supervision
• Proactive and excellent organisational skills
• Good interpersonal and communication skills
• Good MS Office skills in the use of email, internet, Word and Excel, including use of formulas
• Ability to communicate clearly and effectively with colleagues from diverse cultural backgrounds
• Cheerful, hands-on, methodical and positive attitude
• Good attention to detail
• Willingness and ability to work occasional evenings and weekends depending on course requirements
• Ability to deal with financial aspects of the Programme
• Excellent written  and verbal skills in English

Desirable

• Database and Power point experience very desirable

How to apply:

To apply please visit the RedR UK website at : http://www.redr.org.uk/en/About_us/Jobs/How_to_apply.cfm   and download the RedR Application form.

Fill in the form and submit it along with a copy of your curriculum vitae (CV) via e-mail to HR.kenya@redr.org.uk  (NOT hr@redr.org.uk) on or before the closing date – 28^th October, 2012. Please indicate the position applied for in the subject line of the e-mail.