Position Title: Project Administrator
Employer: SNV
Employment: Full-Time | Contract
Place of Work: Addis Ababa - Ethiopia
Posted date: 8 months ago
Deadline: Submission date is over
SNV is a global development partner, deeply rooted in the countries where we operate. We are driven by a vision of a better world: A world where across every society all people live with dignity and have equitable opportunities to thrive sustainably. To make this vision a reality, we need transformations in vital agri-food, energy, and water systems. SNV contributes by strengthening capacities and catalyzing partnerships in these sectors. We help strengthen institutions and effective governance, reduce gender inequalities and barriers to social inclusion, and enable adaptation and mitigation to the climate and biodiversity crises. Building on 60 years of experience we support our partners with our technical and process expertise and methodological rigor. We do this in more than 20 countries in Africa and Asia with a team of approximately 1,600 colleagues. By being adaptable and tailoring our approaches to these different contexts, we can contribute to impact at scale, resulting in more equitable lives for all.
Our core values of people-centeredness and respect, equity and equality, and diversity and inclusion, are fundamental to who we are, and what we do. This is reflected in our vision and mission, and strategy, which sets out our aspirations and commitments as our compass towards 2030.
For more information on our operations in Ethiopia and SNV generally visit our website: www.snv.org
Project background
The Seas of Change Ethiopia project is a 5-year project that will work at the nexus of the regenerative agriculture (RA) and productive use of renewable energy (PURE) areas. The project aims to drive system transformation in the RA and PURE nexus by promoting regenerative agriculture (RA) practices that restore ecosystems, enhance productivity, and integrate with renewable energy solutions for sustainable market systems and inclusive growth. The project will apply an innovative hybrid implementation model where it leverages existing initiatives and expertise within the ecosystem and connects actors to facilitate processes and encourage synergies.
The Seas of Change Ethiopia project falls under the Strategic Partnership umbrella programme. The Strategic Partnership programme will provide strategic steering and support to the RA-PURE nexus portfolio (in and beyond SNV), with dedicated programs towards advancing the RA-PURE nexus in Ethiopia, Kenya, Rwanda, and Uganda.
Purpose of the Job
The Project Administrator is appointed to the SoC Ethiopia to provide critical administrative, logistical, and contractual support to ensure the effective implementation of the SoC Ethiopia project.
The position requires both conceptual (e.g. design of systems) as well as operational (hands on preparing of documents and follow-up on a day-to-day basis with the support services) competences.
The Project Admin works within specified timeframes, procedures, legislation, and work instructions and adheres to the SNV corporate identity.
Job Description
Administrative Support:
- Manage day-to-day administrative operations of the project, including scheduling, correspondence, and documentation.
- Organize and maintain project files/documents, records, and databases in the project Sharepoint, to ensure easy access and compliance with organizational policies.
- Coordinate travel arrangements, meetings, and workshops for project staff and stakeholders.
- Prepare and distribute meeting agendas, minutes, and follow-up action points.
Management Assistance:
- Assist the Project Manager in planning, monitoring, and reporting on project activities.
- Track project timelines, deliverables, and budgets, ensuring adherence to work plans and donor requirements.
- Support the preparation of project reports, presentations, and communication materials.
- Act as a liaison between the project team, partners, and external stakeholders to ensure smooth communication and coordination.
Contractual and Financial Follow-Up:
- Monitor and follow up on contractual obligations with partners, ensuring compliance with agreed terms and conditions.
- Maintain a contracts tracker, including key milestones, deliverables, and payment schedules.
- Assist in the preparation and review of contracts, MoUs, and partnership agreements.
- Support the finance team in processing invoices, payments, and financial reports related to project activities.
Logistics and Event Coordination:
- Plan and coordinate project events, including workshops, training sessions, and stakeholder meetings.
- Manage event logistics, such as venue booking, participant invitations, materials preparation, and catering.
- Ensure timely procurement of goods and services in line with project needs and organizational procurement policies.
Compliance and Documentation:
- Ensure all project activities comply with organizational policies, donor requirements, and legal regulations.
- Maintain an up-to-date inventory of project assets and equipment.
- Support audits and evaluations by providing necessary documentation and information.
Communication and Knowledge Management:
- Facilitate internal and external communication, including email correspondence and phone calls.
- Maintain a repository of project documents, reports, and knowledge products for easy access and reference.
- Support the dissemination of project outcomes and success stories to stakeholders and the public.
Qualifications
- Bachelor’s degree in Business Administration, Management or related fields.
- At least 6 to 7 years’ experience in general administration and contract management, preferably with an INGO in a similar capacity in a field position
- Graduate qualification ideally with a specialization in development, business studies or management, marketing, secretarial science, international law, social sciences or another relevant field
- Strong background and work experience in donor funded program.
Competencies:
- Problem analysis
- Flexibility
- Cooperation
- Initiative
Additional Information
Contract Type: National, Full-time
Expected start date: June 1, 2025
Duty Station: Addis Ababa
Contract Duration: One year with the possibility of extension based on performance and budget availability.
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