Project Admin Coordinator at World Relief : (Deadline 21 November 2025)

Professional Experience

• Minimum 3–5 years of experience in project administration, preferably in development or agriculture sectors
• Strong organizational and multitasking skills with attention to detail
• Proficiency in Microsoft Office Suite and project management tools
• Excellent written and verbal communication skills
• Experience working with donor-funded projects is an asset
• Fluency in English and Kinyarwanda; French is a plus.

Desirable skills

• Ability to manage day-to-day project operations, including scheduling, documentation, and stakeholder communication.
• Skilled in multitasking, prioritizing tasks, and maintaining attention to detail under tight deadlines.
• Familiarity with procurement procedures, inventory tracking, and coordinating logistics for meetings and field visits.
• Capable of supporting financial reporting and ensuring compliance with donor and organizational policies.
• Strong written and verbal communication abilities in English and Kinyarwanda; French proficiency is an added advantage.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools like Trello, Asana, or MS Project.
• Experience collaborating with diverse teams including donors, government agencies, and field staff.
• Skilled in maintaining accurate records, preparing reports, and capturing lessons learned and success stories.
• Ability to respond to dynamic project needs and contribute to solution-oriented approaches.
• Understanding of development and agriculture sector dynamics, with sensitivity to local contexts and youth empowerment initiatives.

1. Administrative and Operational Support (30%)
   • Manage day-to-day administrative functions including scheduling, documentation, and correspondence.
   • Maintain accurate records of project activities, contracts, and deliverables to support effective project tracking and reporting.
   • Coordinate internal communications and ensure timely flow of information between field teams and management.
   • Provide operational support to the Project Manager and technical teams to facilitate smooth implementation of project activities.
2. Procurement and Logistics Coordination (25%)
   • Support procurement processes in alignment with organizational and donor policies, including vendor coordination and inventory tracking.
   • Assist in organizing meetings, workshops, and field visits, ensuring logistical arrangements and minute-taking are efficiently handled.
   • Ensure timely delivery of goods and services to support field operations and technical interventions.
3. Financial and Compliance Support (20%)
   • Collaborate with finance staff to support financial tracking, expense reconciliation, and reporting.
   • Ensure compliance with organizational and donor administrative policies and procedures.
   • Contribute to budget monitoring and provide administrative inputs for financial planning and audits.
4. Documentation and Reporting (15%)
   • Support the preparation of project reports, documentation of activities, and consolidation of deliverables.
   • Assist in compiling lessons learned, success stories, and operational insights to inform adaptive programming and donor communications.
5. Additional Responsibilities (10%)
   • Participate in strategic planning sessions, technical reviews, and cross-functional coordination efforts.
   • Perform other duties as required that align with the incumbent’s expertise and contribute to the overall success of the project.

• Bachelor’s degree in Business Administration, Project Management, or related field.

All interested applicants should submit their detailed Curriculum Vitae at recruitment@hcsolutions.rw, clearly indicating the job title they are applying for in the subject line of the email