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 r

Work arrangement
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