H
Project Assistant âÃÂàTHRIVE at Hivos East Africa
Hivos East Africa
September 05, 2026
Full-time
On-site
Role purpose
The Project Assistant is part of the THRIVE global programme team and is responsible for assisting with the administration, coordination, monitoring, and compliance of project and partner-related processes. The role supports accurate information management, contract administration, reporting, and logistical coordination, while ensuring compliance with organizational and donor requirements.
Key responsibilities
The key responsibilities of the role include:
Contract and project administration
Review and complete compliance checklists and contract documentation to ensure accuracy and completeness before processing.
Coordinate contract routing and signature processes per the Delegation of Authority (DoA).
Verify returned contracts and supporting documentation, including:
Signed agreements
Banking information forms
Auditor forms
Conflict of Interest declarations
Maintain accurate contract records and archives.
Process contract sign-off information and facilitate the release of liabilities after all compliance requirements have been met.
Review and verify requests for contract amendments, and project and no-cost extensions.
Monitor and reporting
Monitor partner intake, contracting, payment, and assessment processes.
Monitor the completeness and accuracy of staff time registration.
Support project and grant closure processes by ensuring compliance with requirements.
Data, information and reporting
Enter, process, maintain, and update financial, project, and operational data in relevant systems and databases, ensuring its accuracy and completeness.
Monitor reporting requirements and deadlines, follow up on outstanding information, and support the preparation and consolidation of project reports.
Administrative, logistical and operational Support
Coordinate administrative and logistical arrangements for the project's operations, including procurement process, travel, meetings, and events, maintaining calendars, taking meeting notes, and ensuring followÃÂâÃÂÃÂÃÂÃÂup on agreed actions.
Ensure that administrative and logistical activities are carried out efficiently and in compliance with applicable policies and regulations.
Quality assurance and risk management
Perform compliance reviews to ensure project activities adhere to organizational and donor requirements.
Support risk mitigation initiatives related to project administration and contracting.
Verify the accuracy and completeness of project and partner documentation.
Facilitate control checks throughout the project lifecycle.
Contribute to continuous improvement of compliance and monitoring processes.
Person specifications
Qualifications
Bachelor's degree (completed or in progress) in Business Administration, International Business, International Relations, or related fields.
Knowledge / experience
Minimum of 1 year of experience in administrative and operational roles, preferably within nonprofit organizations and/or international cooperation projects.
Experience in procurement processes and event coordination is an advantage.
Fluency in English is essential; knowledge of Arabic or Spanish is an asset.
Key skills /attributes
Advanced MS Office skills (Excel, Word, PowerPoint).
Strong organization, accuracy, and attention to detail.
Ability to manage multiple tasks simultaneously.
Integrity, accountability, professionalism and ethical judgement.
The Project Assistant is part of the THRIVE global programme team and is responsible for assisting with the administration, coordination, monitoring, and compliance of project and partner-related processes. The role supports accurate information management, contract administration, reporting, and logistical coordination, while ensuring compliance with organizational and donor requirements.
Key responsibilities
The key responsibilities of the role include:
Contract and project administration
Review and complete compliance checklists and contract documentation to ensure accuracy and completeness before processing.
Coordinate contract routing and signature processes per the Delegation of Authority (DoA).
Verify returned contracts and supporting documentation, including:
Signed agreements
Banking information forms
Auditor forms
Conflict of Interest declarations
Maintain accurate contract records and archives.
Process contract sign-off information and facilitate the release of liabilities after all compliance requirements have been met.
Review and verify requests for contract amendments, and project and no-cost extensions.
Monitor and reporting
Monitor partner intake, contracting, payment, and assessment processes.
Monitor the completeness and accuracy of staff time registration.
Support project and grant closure processes by ensuring compliance with requirements.
Data, information and reporting
Enter, process, maintain, and update financial, project, and operational data in relevant systems and databases, ensuring its accuracy and completeness.
Monitor reporting requirements and deadlines, follow up on outstanding information, and support the preparation and consolidation of project reports.
Administrative, logistical and operational Support
Coordinate administrative and logistical arrangements for the project's operations, including procurement process, travel, meetings, and events, maintaining calendars, taking meeting notes, and ensuring followÃÂâÃÂÃÂÃÂÃÂup on agreed actions.
Ensure that administrative and logistical activities are carried out efficiently and in compliance with applicable policies and regulations.
Quality assurance and risk management
Perform compliance reviews to ensure project activities adhere to organizational and donor requirements.
Support risk mitigation initiatives related to project administration and contracting.
Verify the accuracy and completeness of project and partner documentation.
Facilitate control checks throughout the project lifecycle.
Contribute to continuous improvement of compliance and monitoring processes.
Person specifications
Qualifications
Bachelor's degree (completed or in progress) in Business Administration, International Business, International Relations, or related fields.
Knowledge / experience
Minimum of 1 year of experience in administrative and operational roles, preferably within nonprofit organizations and/or international cooperation projects.
Experience in procurement processes and event coordination is an advantage.
Fluency in English is essential; knowledge of Arabic or Spanish is an asset.
Key skills /attributes
Advanced MS Office skills (Excel, Word, PowerPoint).
Strong organization, accuracy, and attention to detail.
Ability to manage multiple tasks simultaneously.
Integrity, accountability, professionalism and ethical judgement.