Project Administrator

The International Institute of Tropical Agriculture seeks suitable Nigerian nationals for the position below at the Institute’s Headquarters in Ibadan. Position: Project Administrator Contract: 2-years renewable contract Location: Ibadan Closing Date: 15 September 2026 DUTIES A. Program-Wide Administrative Leadership · Provide overall administrative and operational coordination for I-Youth 2.0 across Nigeria, Liberia, and Sierra Leone. · Develop and maintain a Program-wide administrative framework that supports implementation across the three countries. · Coordinate administrative requirements arising from the Program work plan, ensuring that operational needs are identified and addressed ahead of implementation. · Establish and maintain administrative trackers, calendars, workflow systems, and follow-up mechanisms for the three-country program. · Coordinate administrative inputs from the country teams and ensure timely submission, processing, and follow-up of Program requirements. · Monitor the status of key administrative actions across Nigeria, Liberia, and Sierra Leone and escalate delays, bottlenecks, and operational risks to the Country Coordinator and relevant Program management. · Provide administrative guidance to country teams and ensure consistency in the application of relevant institutional and Program procedures. B. Coordination with Country Teams · Serve as the central administrative link between the Program management team and administrative/project support personnel in Nigeria, Liberia, and Sierra Leone. · Coordinate and consolidate country-level administrative requirements and provide regular updates to Program management. · Support Country Coordinators in planning and sequencing administrative requirements for Program activities. · Ensure that country teams initiate administrative processes in accordance with agreed implementation timelines. · Facilitate the resolution of cross-country administrative issues that require coordination with IITA's institutional support units. · Promote consistent administrative practices and documentation standards across the three countries. · Maintain a consolidated view of Program-wide administrative priorities, outstanding actions, and deadlines. C. Planning and Operational Coordination · Translate the approved Program work plan and activity schedules into corresponding administrative and operational requirements. · Coordinate the preparation of administrative action plans for major Program activities across the three countries. · Monitor administrative readiness for trainings, workshops, field missions, stakeholder engagements, meetings, and other Program activities. · Anticipate operational requirements, proactively initiate follow-up with responsible teams, and support units. · Coordinate administrative arrangements for Program start-up, implementation reviews, donor engagements, missions, and Program closeout activities. · Develop and maintain Program-wide administrative calendars to facilitate the timely delivery of activities. · Identify operational constraints and recommend practical solutions to Program management. D. Procurement and Contract Administration Coordination · Coordinate with the Procurement Officer and technical teams to ensure that procurement requirements arising from Program activities are identified and communicated in a timely manner. · Track the administrative status and timelines of procurement-related actions and follow up on outstanding requirements with the responsible officers. · Coordinate the administrative documentation required to facilitate procurement and contracting processes. · Maintain appropriate records of procurement-related administrative correspondence and supporting documentation. · Work with the Procurement Officer to ensure that procurement-related actions are aligned with Program implementation timelines. · Escalate procurement-related delays or operational bottlenecks that may affect Program implementation to the appropriate Program management level. · Coordinate the administrative aspects of consultant and service-provider engagements while leaving procurement decisions, vendor selection, and procurement compliance to the Procurement Officer. E. Financial and Administrative Coordination · Work closely with the Project Accountant to coordinate the administrative requirements associated with Program budgets, activities, commitments, and expenditures across the three countries. · Ensure that administrative documentation required for payments, advances, retirements, and other financial processes is prepared and submitted in a timely manner. · Track the administrative status of payment requests, advances, retirements, and other operational financial processes and follow up with responsible units. · Provide the Project Accountant and Program management with relevant administrative information required for financial planning and reporting. · Coordinate administrative inputs required for country and consolidated Program financial reporting. · Maintain appropriate records supporting administrative and financial processes. · Flag administrative issues that may affect timely expenditure or Program implementation. F. Travel, Meetings, Events, and Program Logistics · Lead the coordination of Program-wide administrative arrangements for meetings, trainings, workshops, field missions, conferences, stakeholder engagements, and other events across the three countries. · Coordinate local and international travel arrangements for Program staff, consultants, partners, and other authorized participants. · Coordinate flights, accommodation, transportation, visa support, and other travel documentation in collaboration with the relevant IITA support functions. · Develop administrative and logistical plans for major Program events and missions. · Coordinate logistical requirements for donor, partner, and senior management visits across Nigeria, Liberia, and Sierra Leone. · Ensure that country teams receive timely guidance and support for Program events and missions. · Maintain records of Program travel, meetings, missions, and major events. G. Institutional Coordination and Compliance · Serve as the central administrative interface between I-Youth 2.0 and relevant IITA institutional support units. · Coordinate with Finance, Procurement, Human Resources, Travel, ICT, Legal, and other institutional functions to facilitate the timely delivery of Program requirements. · Ensure that Program administrative processes are consistent with IITA policies, donor requirements, and approved Program procedures. · Communicate relevant institutional procedures and administrative requirements to country teams. · Monitor compliance with administrative requirements and escalate significant issues to Program management. · Coordinate responses to administrative reviews, audits, and other requests for Program documentation. · Ensure that required administrative records are complete, accurate, and readily available for audit and review. H. Program Records and Documentation · Establish and maintain a central Program administrative records management system covering Nigeria, Liberia, and Sierra Leone. · Ensure consistent filing and documentation standards across the three countries. · Maintain Program-level records relating to contracts, correspondence, approvals, travel, meetings, events, administrative processes, and other operational documentation. · Coordinate with country teams to ensure timely submission and proper filing of country-level administrative records. · Maintain an up-to-date repository of key Program administrative documents. · Ensure that records are appropriately maintained in accordance with IITA and donor requirements. I. Management Reporting and Risk Monitoring · Prepare regular updates for Program management on the status of administrative activities across Nigeria, Liberia, and Sierra Leone. · Maintain consolidated administrative action trackers and provide periodic status reports to the Country Coordinator. · Track outstanding administrative actions arising from Program management meetings and ensure timely follow-up. · Identify recurring administrative challenges across countries and recommend improvements to Program management. · Monitor administrative and operational risks and ensure that significant issues are promptly escalated. · Contribute administrative information to Program progress reports, annual workplans, reviews, audits, and donor reports. J. Administrative Systems and Continuous Improvement · Develop and maintain tools, templates, procedures, and standard administrative practices to improve Program efficiency. · Identify opportunities to streamline administrative processes across the three countries. · Promote harmonization of administrative practices while taking into account legitimate country-specific institutional requirements. · Document administrative lessons and good practices for application across the Program.