Project Administrative Officer

Job Description

The Project Administrative Officer will support the Kijani Biochar team in the effective execution and documentation of project activities. This position provides cross-cutting administrative, logistical, and coordination support, with a primary focus on ensuring the smooth operation of project activities and the timely preparation of internal and donor-facing documentation.

Core responsibilities include managing receipts and financial documentation, coordinating interdepartmental requests, compiling and cleaning field data, assisting in report preparation, and supporting the Quality Control and field teams in maintaining accurate records. The Project Administrative Officer will work closely with the Biochar Expansion Director, Research Associate, and Quality Control Officers to help ensure strong internal organization, compliance, and timely reporting.

This is a dynamic role suited to someone highly organized, detail-oriented, and comfortable working in a fast-moving, startup-style environment.

Project administration and coordination

• Maintain clear internal systems for tracking grant deliverables, reporting timelines, and activity documentation
  

• Coordinate with internal departments (e.g., Finance, Procurement, M&E) to support project implementation needs
  

• Track and organize requests for supplies, payments, trainings, or communications related to the grant
  

• Schedule internal team meetings, track follow-up actions, and prepare meeting documentation where needed
  

Financial and documentation management

• Collect, label, and archive all receipts and financial records associated with grant activities
  

• Prepare organized expense summaries and ensure supporting documents are complete and audit-ready
  

• Support field teams in timely submission of logbooks, attendance sheets, and requisition forms
  

• Assist in maintaining digital and physical records of all project-related documentation
  

Data and reporting support

• Compile and organize incoming data and reports from field teams, Quality Control, and Research
  

• Assist with cleaning, formatting, and preparing data summaries for internal analysis or donor reporting
  

• Support the drafting and editing of donor reports and internal summaries under the supervision of the Biochar Operations Manager
  

• Help maintain an up-to-date archive of project data, reports, and communications
  

Team support and logistics

• Assist the Biochar Quality Control team with documentation flow, sample coordination, and database entry
  

• Support broader Biochar team activities, such as training preparation, field coordination, or onboarding of new staff
  

• Provide ad hoc logistical support to ensure field activities run smoothly, including organizing materials, printing forms, or arranging travel
  

• Contribute to a well-functioning office environment by helping to maintain filing systems, supplies, and calendars
  

Qualifications:

• Diploma or bachelor’s degree in Business Administration, Development Studies, Project Management, or a related field
  

• Demonstrated experience in administrative or project support roles.
  

• Strong organizational skills and attention to detail
  

• Experience managing receipts, financial documentation, and activity tracking
  

• Proficiency in Microsoft Office, Google Workspace, or equivalent tools
  

• Strong written and verbal communication skills in English
  

• Ability to manage multiple priorities and follow through on tasks independently
  

Preferred:

• Experience supporting donor funded programs or research projects
  

• Familiarity with data entry, data cleaning, or report formatting
  

• Exposure to rural development, agriculture, or carbon projects
  

• Knowledge of Acholi or other local languages