Project Admin Coordinator
Project Admin Coordinator
World Relief
About The Job
Project Admin Coordinator is responsible to provide administrative, logistical, and operational support to a high-impact youth agribusiness and climate-smart agriculture initiative. Based in Kigali, the Coordinator will play a key role in ensuring efficient project delivery, compliance with donor requirements, and seamless coordination across teams and stakeholders.
Specific Skills
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.
- 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.
Responsibilities & Duties
- 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.
- 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.
- 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.
- 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.
- 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.
Educational Requirements
- Bachelor’s degree in Business Administration, Project Management, or related field.
Job Location
Rwanda
Apply To
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