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 Project Assistant – Monitoring & Controls will support project monitoring, governance, and controls across multiple projects. The role will focus on tracking project scope, schedules, budgets, stakeholders, resources, deliverables, risks, dependencies, user acceptance testing, compliance, documentation, and overall project performance. The successful candidate will provide timely visibility of project progress, emerging risks, control gaps, and potential deviations to support corrective action and escalation.

Key Duties & Responsibilities

Project Monitoring & Tracking

• Maintain project plans, action trackers, milestone trackers, and project status reports to ensure activities remain aligned to agreed scope, timelines, deliverables, responsibilities, and quality standards.
• Monitor project progress, dependencies, risks, issues, and outstanding actions, and escalate delays or emerging concerns where necessary.

Controls & Governance

• Monitor adherence to approved project processes, procedures, and controls.
• Maintain project governance documentation including decisions, approvals, action logs, and change requests.
• Track compliance with agreed project requirements and implementation procedures.
• Identify control gaps, process deviations, and potential project risks.

UAT & Quality Assurance Support

• Coordinate and track user acceptance testing activities across projects.
• Maintain UAT schedules, test scripts, test results, and defect trackers.
• Monitor resolution of defects and exceptions and verify that agreed UAT requirements and signoffs are completed before deployment.
• Support regression testing and post-deployment validation.

Project Reporting & Analytics

• Prepare project status reports and consolidate project performance information for management review.
• Develop and maintain dashboards and trackers for project KPIs.
• Analyse project data to identify trends, bottlenecks, recurring issues, and projects at risk of delay or non-compliance.

Risk, Issue & Change Management

• Maintain project risk and issue registers.
• Monitor mitigation and resolution actions.
• Track change requests and ensure they are properly documented and approved.
• Escalate risks, unresolved issues, and scope changes to the Projects Team Lead.

Process & Documentation Controls

• Ensure project documentation is complete, current, and properly maintained.
• Support process mapping, SOP development, and checklist creation.
• Conduct periodic reviews of project documentation and implementation records.
• Maintain project repositories and ensure appropriate version control.

Post-Implementation Monitoring

• Support post-go-live reviews and implementation assessments.
• Track outstanding items following project deployment.
• Monitor whether implemented solutions are achieving intended outcomes.
• Support lessons-learned exercises and continuous improvement initiatives.

Qualifications & Experience

• Diploma or Bachelor’s Degree in Project Management, Business Administration, Information Technology, Business Information Technology, or a related field.
• 1–3 years’ experience in project coordination, PMO, business analysis, quality assurance, operations, or a related role.
• Good understanding of project management principles and methodologies.
• Experience working with project trackers, reporting tools, and documentation.
• Exposure to UAT, software implementation, or technology projects will be an added advantage.

Key Skills & Competencies

• Strong analytical and reporting skills.
• Excellent attention to detail.
• Strong follow-up and coordination skills.
• Good understanding of project controls and governance.
• Ability to identify risks, gaps, and inconsistencies.
• Good written and verbal communication skills.
• Strong documentation skills.
• Ability to work across multiple projects simultaneously.
• Proficiency in Microsoft Excel, Google Sheets, and presentation tools.

• Maintain project plans, action trackers, milestone trackers, and project status reports to ensure activities remain aligned to agreed scope, timelines, deliverables, responsibilities, and quality standards.
• Monitor project progress, dependencies, risks, issues, and outstanding actions, and escalate delays or emerging concerns where necessary.
• Monitor adherence to approved project processes, procedures, and controls.
• Maintain project governance documentation including decisions, approvals, action logs, and change requests.
• Track compliance with agreed project requirements and implementation procedures.
• Identify control gaps, process deviations, and potential project risks.
• Coordinate and track user acceptance testing activities across projects.
• Maintain UAT schedules, test scripts, test results, and defect trackers.
• Monitor resolution of defects and exceptions and verify that agreed UAT requirements and signoffs are completed before deployment.
• Support regression testing and post-deployment validation.
• Prepare project status reports and consolidate project performance information for management review.
• Develop and maintain dashboards and trackers for project KPIs.
• Analyse project data to identify trends, bottlenecks, recurring issues, and projects at risk of delay or non-compliance.
• Maintain project risk and issue registers.
• Monitor mitigation and resolution actions.
• Track change requests and ensure they are properly documented and approved.
• Escalate risks, unresolved issues, and scope changes to the Projects Team Lead.
• Ensure project documentation is complete, current, and properly maintained.
• Support process mapping, SOP development, and checklist creation.
• Conduct periodic reviews of project documentation and implementation records.
• Maintain project repositories and ensure appropriate version control.
• Support post-go-live reviews and implementation assessments.
• Track outstanding items following project deployment.
• Monitor whether implemented solutions are achieving intended outcomes.
• Support lessons-learned exercises and continuous improvement initiatives.

• Strong analytical and reporting skills.
• Excellent attention to detail.
• Strong follow-up and coordination skills.
• Good understanding of project controls and governance.
• Ability to identify risks, gaps, and inconsistencies.
• Good written and verbal communication skills.
• Strong documentation skills.
• Ability to work across multiple projects simultaneously.
• Proficiency in Microsoft Excel, Google Sheets, and presentation tools.

• Diploma or Bachelor’s Degree in Project Management, Business Administration, Information Technology, Business Information Technology, or a related field.
• 1–3 years’ experience in project coordination, PMO, business analysis, quality assurance, operations, or a related role.
• Good understanding of project management principles and methodologies.
• Experience working with project trackers, reporting tools, and documentation.
• Exposure to UAT, software implementation, or technology projects will be an added advantage.