Project Assistant at Heifer International

FUNCTION

The Project Assistant is responsible for supporting the delivery of the project's technical activities, administrative, procurement, asset management, facility management, service contracts, logistical and fleet management. The Project Assistant will report to the Project Manager and work in liaison with the Office Manager. 

ESSENTIAL CHARACTER TRAITS

Detail-oriented, collaborative, clear communicator, organized and positive individual. 

Operations Support (20%) 

• Support the project accountant in gathering/recording transactional documents required for donor and organizational reporting. 
• Support monitoring of project budget and expenses in line with donor and Heifer’s policies and regulations 
• Arranging appointments and meetings when requested including managing an active calendar of appointments, composing, and preparing correspondence. 
• Overseeing property maintenance and supervising office cleaners to ensure office cleanliness is maintained.
• Assist with the set-up for new staff members to ensure smooth orientation.

 Transport, Logistics and Events (20%) 

• In liaison with the project accountant provide project logistics for internal and external partners towards trainings and other project activities as tasked by the project manager. 
• Organize and coordinate meetings, workshops, seminars and learning events. 
• Support organization of project review meetings.
• Prepare, manage, and coordinate bookings and travel arrangements for staff and visitors including partner and prospect meetings and conferences for teams. 
• Assign and manage vehicle allocations as needed including verification of vehicle mileages and logbooks. 
• Prepare timely fuel payments in collaboration with field office assistants and analyze consumption patterns.  
• Ensure vehicle incident reports are completed on a timely basis and reported to the relevant senior staff. 

 Procurement (30%) 

• Assist staff when required with creating clear and understandable purchase requests and other documentation. 
• Collect quotations and bids from vendors for Purchase Requests as requested and per Heifer International Kenya standards and formats. 
• Ensure fair competition and strict adherence to Heifer International Kenya procurement rules regarding vendor relations. 
• Maintain up-to-date Heifer International Kenya Procurement data management system. 
• Ensure the required documentation of supplies and transactions are completed to Heifer International Kenya standards. 
• Manage petty cash issuance and reconciliation as per organization policy.  
• Ensure timely and prompt maintenance of office equipment such as photocopiers, scanners, and office facilities including electricity supply, water, and plumbing. 
• Prepare invoice payments, including recurring/monthly bills such as security, cleaning services, rent, and stationery, and submit them to finance for settlement.   
• Maintain a calendar/tracker for monthly bills and ensure they are settled timely. 
• Prepare purchase requisitions for miscellaneous items as needed and assist with the preparation of day-to-day procurement documentation as needed. 

Operations Documentation and Asset-Inventory Management (10%) 

• Assist in preparing high-quality monthly reports and share them with the supervisor. 
• Ensure that a proper filing system is in place at the project office and that documents and records are properly maintained. 
• Effectively manage the store and keep clear records of receipts of items distributed. 
• Assist the team to use various office equipment, and software programs and file incoming project documents accurately. 
• Responsible for managing stationery and kitchen supplies including issuing, updating records, and replenishing the stock. 
• Ensure the inventory is logged, tracked, and updated accordingly, and prepare quarterly reports for submission. 
• Updating and maintaining the asset database. Tagging equipment bought, logging it into the system, and tracking issuance to staff. 

 Programmatic Support (20%)

• Process and manage Farmer Producer Organization payments and reimbursement requests.
• Verify and ensure all necessary documentation is provided and complies with Heifer international policies.
• Track and record reimbursement status and follow up on pending requests.
• Validate payment data for accuracy and completeness.
• Coordinate with the finance department to resolve payment discrepancies.
• Maintain accurate records of all payment transactions and updates.
• Maintain and update participant lists for all project activities.
• Ensure participants' information is accurate and up to date.
• Manage communications with participants regarding project updates and requirements.

 Perform other duties as assigned  

• Coordinate any other necessary administrative and office management needs including maintenance of the premises.

Minimum Requirements

• Bachelor’s degree plus at least one (2) year of related experience.

Most Critical Proficiencies 

• Excellent organizational, planning, and time management skills. 
• Exemplary customer care and administrative skills. 
• Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people. 
• Strong problem-solving skills and attention to detail. 
• Strong English language skills – oral and written. 
• Knowledge and experience with word processing, spreadsheets, databases and electronic mail software (Microsoft Office preferred). 

Essential Job Functions and Physical Demands 

• May require constant sitting, and working at a computer for extended periods. 
• Ability to establish priorities, perform multiple tasks with minimal supervision and achieve deadlines. 
• Ability to perform as an effective team member and work cooperatively with  
• Constant telephone, face-to-face, and electronic communication with colleagues and the public. 
• Ability to maintain confidentiality and to work with minimal supervision. 
• Willingness to work with a flexible schedule. 
• Willingness to travel extensively locally.