The Project Administrative Associate is responsible for providing comprehensive administrative, financial, and logistical support critical to ensuring efficient project operations. This role focuses on maintaining accurate financial records, processing procurement and payments, managing office operations, and ensuring strict compliance with both Strathmore University and donor administrative requirements.
Main Duties and Responsibilities
Financial Administration & Record Keeping
- Maintain accurate and up-to-date financial records for all project transactions.
- Process payment requests, prepare payment vouchers, and track expenditures.
- Prepare monthly financial reports showing budget vs. actual expenditures.
- Monitor budget lines and alert the Project Manager to any variances.
- Maintain filing system for all financial documentation (receipts, invoices, contracts, payment vouchers).
- Support preparation of financial reports for interim (June 2026) and final (January 2027) submissions.
Procurement Support
- Prepare procurement requests and obtain quotations from suppliers.
- Maintain vendor database and ensure competitive procurement processes.
- Process purchase orders and track deliveries.
- Ensure compliance with Strathmore University procurement policies.
- Maintain procurement records and supporting documentation.
Grant Management & Compliance
- Monitor compliance with Embassy of Ireland grant conditions and DPER Circular 13/2014 requirements.
- Track grant fund receipts and prepare acknowledgment letters.
- Maintain grant-related correspondence and documentation.
- Ensure proper asset register for equipment purchased with project funds.
- Flag any compliance concerns to the Project Manager.
Administrative Support
- Manage project correspondence, filing, and documentation systems.
- Prepare meeting agendas, take minutes, and track action points.
- Coordinate travel arrangements (bookings, per diems, travel advances).
- Process staff claims and reimbursements.
- Maintain project calendar and schedule meetings.
- Manage office supplies and equipment for the project office.
Logistics Coordination
- Organize logistics for trainings, workshops, and stakeholder meetings (venue booking, accommodation, catering, transport).
- Coordinate field visit logistics for project staff and consultants.
- Arrange participant payments and allowances in compliance with harmonized donor principles.
- Track and manage project vehicle usage (if applicable).
- Ensure proper logistics documentation and cost tracking.
Document Management
- Establish and maintain organized filing systems (physical and electronic).
- Ensure proper archiving of project documents per donor and university requirements.
- Manage document version control and access permissions.
- Support preparation of project reports by compiling required documentation.
- Maintain confidentiality of sensitive information.
Communication Support
- Handle routine project correspondence (emails, letters).
- Coordinate communication between project team, partners, and stakeholders.
- Maintain contact database for project stakeholders.
- Support preparation of project visibility materials (banners, signage) ensuring proper donor acknowledgment.
Job Requirements
The post holder will be required to have and demonstrate evidence of the following qualifications, attributes, and skills:
- Bachelor's degree in Business Administration, Accounting, Finance, Office Management, or related field.
- Minimum 3 years' experience in administrative and financial support roles.
- Experience with donor-funded project administration (preferably Irish Aid, USAID, or similar).
- Strong financial record-keeping and budget monitoring skills.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Good communication skills in English and Kiswahili.
- Understanding of Kenyan procurement regulations and compliance requirements.
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