Background

Mini Group is a dynamic, multi-industry conglomerate with a strong presence across East Africa. We specialize in diverse sectors including baking, real estate, construction, telecommunications, energy, auto spares, hospitality, manufacturing, trading, and microfinance.

Position Summary

Reporting to the IT Projects Supervisor / Project Manager, the IT Project Assistant – Support will help with the planning, coordination, and execution of IT projects. The role will involve supporting project documentation, tracking project progress, preparing reports, communicating with stakeholders, scheduling meetings, and following up on project action items. The successful candidate will work closely with project teams and management to support efficient and effective project delivery.

Key Duties & Responsibilities

Project Coordination

• Assist in planning, scheduling, and coordinating IT projects to ensure assigned tasks are completed on time.
• Track project progress, milestones, and deliverables to support timely completion.
• Support the IT project team in preparing project documentation, reports, and presentations.

Communication & Stakeholder Support

• Assist in communicating project updates to stakeholders through status reports and meetings.
• Coordinate with team members and other departments to support clear communication and collaboration throughout the project lifecycle.
• Schedule meetings, take meeting minutes, and follow up on agreed action items.

Documentation & Reporting

• Maintain project documentation, including project plans, schedules, task lists, and risk logs.
• Prepare and maintain project records, ensuring all documents are up to date and accessible.
• Assist in generating regular project reports and summaries for management.

Resource & Budget Management Support

• Assist in tracking project resources including personnel, equipment, and software.
• Support tracking of project expenses against approved budgets and report discrepancies where necessary.
• Coordinate with vendors and suppliers to support timely delivery of IT equipment and services.

Risk Management

• Support the IT Projects Supervisor in identifying, tracking, and managing project risks.
• Assist in updating risk logs and reporting project risks to the supervisor or project manager.

Testing & Implementation Support

• Assist in coordinating testing, deployment, and post-implementation activities for IT projects.
• Work with IT teams to ensure new systems and solutions are properly tested and implemented according to project requirements.

Process Improvement

• Contribute to improving project management processes by suggesting practical improvements and efficiencies.
• Stay updated on project management tools and techniques to enhance support to the project team.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Information Technology, Project Management, or a related field.
• At least 1 year of experience or internship exposure in project management or IT-related roles.
• Experience assisting or coordinating IT projects will be an added advantage.
• Familiarity with IT project management tools such as Jira, MS Project, or Trello will be an added advantage.
• Basic understanding of IT infrastructure, systems, and the Software Development Lifecycle.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Key Skills & Competencies

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Good documentation, reporting, and follow-up skills.
• Ability to work collaboratively with project teams, vendors, stakeholders, and other departments.
• Strong willingness to learn and support continuous improvement in IT project delivery.

• Assist in planning, scheduling, and coordinating IT projects to ensure assigned tasks are completed on time.
• Track project progress, milestones, and deliverables to support timely completion.
• Support the IT project team in preparing project documentation, reports, and presentations.
• Assist in communicating project updates to stakeholders through status reports and meetings.
• Coordinate with team members and other departments to support clear communication and collaboration throughout the project lifecycle.
• Schedule meetings, take meeting minutes, and follow up on agreed action items.
• Maintain project documentation, including project plans, schedules, task lists, and risk logs.
• Prepare and maintain project records, ensuring all documents are up to date and accessible.
• Assist in generating regular project reports and summaries for management.
• Assist in tracking project resources including personnel, equipment, and software.
• Support tracking of project expenses against approved budgets and report discrepancies where necessary.
• Coordinate with vendors and suppliers to support timely delivery of IT equipment and services.
• Support the IT Projects Supervisor in identifying, tracking, and managing project risks.
• Assist in updating risk logs and reporting project risks to the supervisor or project manager.
• Assist in coordinating testing, deployment, and post-implementation activities for IT projects.
• Work with IT teams to ensure new systems and solutions are properly tested and implemented according to project requirements.
• Contribute to improving project management processes by suggesting practical improvements and efficiencies.
• Stay updated on project management tools and techniques to enhance support to the project team.

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Good documentation, reporting, and follow-up skills.
• Ability to work collaboratively with project teams, vendors, stakeholders, and other departments.
• Strong willingness to learn and support continuous improvement in IT project delivery.
• Familiarity with IT project management tools such as Jira, MS Project, or Trello will be an added advantage.
• Basic understanding of IT infrastructure, systems, and the Software Development Lifecycle.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Diploma or Bachelor’s Degree in Information Technology, Project Management, or a related field.
• At least 1 year of experience or internship exposure in project management or IT-related roles.
• Experience assisting or coordinating IT projects will be an added advantage.
• Familiarity with IT project management tools such as Jira, MS Project, or Trello will be an added advantage.
• Basic understanding of IT infrastructure, systems, and the Software Development Lifecycle.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.