Position Title: Project Administrator
Duty Station: Nyahururu / Nanyuki, Kenya
Contract Type: National staff position
Starting Date: 1.01.2026
Duration: 12 months, renewable based on performance
Reports to: Head of Finance, Project Coordinator and Head of Mission
Application Deadline: 14.11.2025
About IPSIA
IPSIA is an Italian non-governmental organization operating in Kenya since 2015. The organization implements projects aimed at promoting sustainable development, strengthening community resilience towards climate change, and improving livelihoods, through the lens of women empowerment.
We are currently seeking a qualified and motivated Administrator to support our administrative and financial operations in Kenya, ensuring compliance with both internal procedures and donor requirements.
We are currently seeking a Project Administrator to support the implementation of project in Laikipia West, Kenya, funded by AICS – Italian Agency of Cooperation and Development. The position will focus on ensuring effective and transparent financial and administrative management of the project and will work in close coordination with the Head of Finance and the Project Coordinator.
Main Responsibilities
Project Financial Management
- Manage day-to-day financial operations related to the project.
- Ensure proper recording and filing of financial transactions in line with organizational procedures and donor regulations.
- Support budget monitoring and tracking of project expenditures.
- Manage procurement procedures, ensuring compliance with internal and donor procedures.
- Support partners in ensuring compliance with accountability and procurement procedures.
Administrative and Logistical Support
- Maintain project administrative files, including contracts, procurement records, and supporting documents.
- Support the organization of project-related travel, meetings, and workshops.
- Manage inventory and asset registers related to the project.
- Liaise with suppliers and service providers to ensure timely delivery and proper documentation.
- Revise staff contract and ensure compliance with the local legislations and IPSIA policies and procedures.
Coordination and Reporting
- Provide administrative support to the Project Coordinator and ensure regular coordination with the Head of Finance.
- Contribute to internal and donor financial reporting by providing timely and accurate data.
- Support the implementation of internal control measures and audits as required.
Requirements
Mandatory requirments:
- Bachelor’s degree in Business Administration, Accounting, Finance, or related field.
- Minimum 3-4 years of experience in administrative and financial management, preferably within NGOs or community development projects.
- Solid understanding of accounting principles and donor financial reporting requirements.
- Strong knowledge of procurement management throughout all stages — including market analysis, preparation of tender dossiers, coordination of evaluation processes, and management of relationships with identified suppliers and service providers.
- Strong working knowledge of statutory deductions and regulations relevant to NGO operations, with proven ability to ensure full compliance and accurate filing.
- Ability to work effectively in a multicultural environment and to build positive relationships with diverse stakeholders.
- Capacity to support and accompany multiple partners in ensuring compliance with accountability and procurement procedures.
- Proficiency in Microsoft Excel and general computer literacy.
- Excellent attention to detail, organization, and reliability.
- Good interpersonal and communication skills.
- Fluency in English (spoken and written).
- Genuine interest in and commitment to international development and community-based initiatives.
Desired Requirements
- Possession of an MBA or a Master’s degree in a relevant field is considered a strong asset.
- Previous experience in logistics, procurement, and security management is a significant advantage.
How to Apply
Interested candidates are invited to send their CV and a cover letter explaining their motivation and relevant experience by 14.11.2025, to: Questo indirizzo email è protetto dagli spambots. È necessario abilitare JavaScript per vederlo.. Please indicate “LW - Project Administrator” in the subject line.
Only shortlisted candidates will be contacted.
Safeguarding and Equal Opportunity
IPSIA is committed to safeguarding and promoting the welfare of children and vulnerable adults and has a zero-tolerance policy on sexual exploitation, abuse, and harassment. We are an equal opportunity employer and encourage applications from all qualified individuals regardless of gender, age, disability, or ethnicity.
