Project Administrative Associate

Position Overview

The Project Administrative Associate will provide comprehensive administrative, financial, and logistical support to ensure efficient project operations. This position is responsible for maintaining financial records, processing procurement and payments, managing office operations, and ensuring compliance with 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 versus actual expenditures
• Monitor budget lines and alert the Project Manager to any variances
• Maintain filing system for all financial documentation including receipts, invoices, contracts, and payment vouchers
• Support preparation of financial reports for interim and final 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 grant conditions and relevant regulatory 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 and logistics