Project Admin & Reporting Assistant

The Project Admin & Reporting Assistant will support AHF project teams in Herat and Kandahar, assisting with administrative tasks, filing, and reporting. The role will work closely with field teams and other departments to ensure sound coordination and information sharing.

Requirements

• Assist the Project Manager in all tasks that facilitate the achievement of project deliverables.
• Prepare and track all procurement processes with any paperwork related to project administration and implementation.
• Manage the project filing system for all activities and ensure that information is organized accordingly to the reporting and auditing needs of the project.
• Support the project team in getting AAM signatures and approvals.
• Responsible for the smooth operations of project functions including photocopies, and financial and operations documents.
• Responsible for filing and organizing program documentation in a clear and accessible manner.
• Responsible for maintaining and updating team calendar and team meeting documentation;
• Provide a verbal and written translation for the project, as necessary.
• Assist in and facilitate workshops, trainings, and meetings preparation which includes material preparation, copying, and supply purchasing.
• Coordinate closely with the project coordinators to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Initiate and track procurement processes for purchase requests, purchase orders, and payment requests for infrastructure projects, hygiene materials, and emergency WASH services, in coordination with the Procurement Department.
• Coordinating timesheets of the AHF project team every month, before getting the supervisor’s approval.
• Must have strong organizational skills with the capacity to help contribute to developing and enhancing internal systems and processes.
• Ability to travel and follow up with other offices on administrative matters, as necessary.
• Work with the AHF project team in other offices to manage the project filing system for all activities and ensure that information is organized according to the reporting and auditing needs of the project. Ensure required levels of confidentiality.
• Coordinate closely with the Project Mangar, relevant to administrative and finance to ensure proper logistics, administration, and human resources of the project are conducted within MC policy and with the maximum benefit to the project.
• Support the AHF team to document all the daily monitoring activities as per Mercy Corps’ requirements.