# Project Administrator

> International Institute of Tropical Agriculture(IITA) · Ibadan, Nigeria · — · Posted 2026-09-29

**Workplace:** on_site

**Department:** NRS

## Description

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.

·       Perform any other administrative duties assigned by the Supervisor.

## Requirements

**QUALIFICATION**

Master’s degree in business administration, Public Administration, Secretariat Administration, Management Sciences, Accounting, Economics, Social Sciences, or related discipline. A minimum of seven (7) years of relevant experience in project administration, office management, or program support within a reputable organization is required.

**COMPETENCIES**

The ideal candidate must have:

·       Experience supporting donor-funded development projects or international organizations.

·       Demonstrated experience coordinating project logistics, procurement processes, travel arrangements, and administrative operations.

·       Experience working with multidisciplinary teams and managing multiple assignments simultaneously.

·       Good understanding of administrative, financial and procurement procedures within development programs.

·       Excellent organizational and administrative skills.

·       Strong planning and coordination abilities.

·       Excellent written and verbal communication skills.

·       Strong interpersonal and stakeholder management skills.

·       High attention to detail and accuracy.

·       Ability to manage multiple priorities and meet deadlines.

·       Sound problem-solving and analytical skills.

·       High level of integrity, professionalism, and confidentiality.

·       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.

## Benefits

**REMUNERATION**

We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment.

**METHOD OF APPLICATION**

Interested applicants should complete the online application attaching detailed cover letter and curriculum vitae saved with their names in Microsoft word format to IITA website: [https://apply.workable.com/iita/#jobs](https://apply.workable.com/iita/#jobs) no later than Two Weeks from the date of this publication.

_**IITA is an equal opportunity employer and is committed to building a diverse workforce, particularly welcoming applications from women. While all applications will be acknowledged, please note that only shortlisted candidates will be contacted.**_

## Apply

[Apply at International Institute of Tropical Agriculture(IITA)](https://apply.workable.com/iita/j/1C61D0BB66/apply)

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