Purpose:
Under the guidance of the Grants and Operations Manager, Kenya the Operations Officer will contribute significantly to the strengthening of internal systems and identifying how FFI can improve operational processes. It will also coordinate and provide administrative support to a variety of operational functions across the organisation such as logistics, IT, human resources or administrative tasks ensuring the smooth operations of the FFI Kenya offices and wider programme.
Specific Duties:
Office Administration
Proactively ensure that the FFI Kenya office functions well and efficiently, managing relationships with suppliers and contractors and obtaining required quotations for the- purchasing of goods and services
Develop and maintain a database of key suppliers and contractors
Order stationary and other office supplies as required, proactively identifying needs before they arise; maintaining an inventory of office supplies for monitoring purposes.
Act as the point of contact with the landlord and ensure the office is well maintained, including liaising with the landlord on cleaning, recycling and any maintenance issues
Assist with coordinating and managing any office relocations
Processing and distributing incoming post, managing the dispatch of the outgoing post with couriers, and managing our courier accounts
Support the development of operational policies and procedures, and ensure these are kept up-to-date and communicated to all staff
Ensure relevant health and safety requirements related to the FFI Kenya office are in place and communicated to staff
Fund Management
Keep a track of timesheet charges on all FFI Kenya funds and ensure that staff time is fully charged in time for donor financial reporting
Liaise with the Programme Manager (Operations and Compliance), Africa to ensure all timesheet trackers for Kenya programme staff are up to date and being followed
Legal and Insurance compliance
Ensure that all relevant legal documents and insurances such as office insurance, rental agreements, business permits and vehicle insurance are in place, renewed in a timely manner and any relevant documents and appropriately filed.
Human Resources
Provide administrative support to the recruitment of new team members including, but not limited to;
managing the recruitment folders
advertising the positions
preparing interview grids
arranging the logistics for interviews
facilitating feedback to candidates
reference checking
liaising with the UK HR team as necessary
Support the onboarding of new starters, including facilitating the induction process and ensuring new starters complete the required courses on Mangrove
Ensure the personnel documents are accurately and confidentially filed and in accordance with any data protection compliance requirements
Support the processing of leavers, coordinating exit interviews and liaise with the UK ICT team as necessary, in adherence to FFI’s policies and procedures
Maintain key programmatic documentation such as team organograms and electronic staff contact details and distribution lists
Support the development of Human Resource policies and procedures and related forms, and ensure these are kept up-to-date and communicated to all staff
IT Support
Support the UK IT Team by updating the IT equipment, arranging repairs and IT supplies inventories when required
Act as an IT Focal Point for the office, liaising with the UK IT Team to support when implementing and embedding new systems, processes and updates
Maintain an organised and effective filing structure within the internal SharePoint sites where relevant
Liaising with the UK IT Team to ‘purchase genuine software’
Facilitate data management, record keeping and use of cloud storage systems related to office administration
Logistics and Meeting Support
Ensure local, national and international procurement practises are compliant with FFI and donor regulations.
Assist with the management of FFI vehicles in line with FFI policies and procedures; ensure appropriate allocation and safe use of vehicles, ensure servicing and maintenance schedules are adhered to
Support the development and maintenance of any relevant office vehicle forms and templates
Support with planning and running internal events and meetings, arrange venues, accommodation and refreshments for internal meetings if required
Facilitate travel arrangements for internal events, meetings and field visits including obtaining quotes, making bookings and assisting with visa applications
Other
Undertake any other duties commensurate with skills and experience as requested by the Grants and Operations Manager, Kenya
Work as an active member of the FFI Africa and FFI Kenya team and attend FFI Kenya team meetings
Person Specification
Skills
Essential
Exceptional organisational skills and impeccable attention to detail
Skills in developing and maintaining databases
Strong prioritisation and time management skills
Desirable
Basic cash handling skills within an organisational context
Knowledge and experience
Essential
Minimum 3 years of experience in a similar operational role supporting multiple functions
Previous experience in office administration including health and safety, procurement of goods and insurance
Experience providing logistical support in convening meetings and events
Experience of working with suppliers and contractors
Experience of arranging travel logistics
Some experience of providing administrative Human Resources support
Experience in effective information storage, documentation and retrieval of information
Fluency in English and Swahili (spoken and written)
Confident and proficient in the use of MS Office especially Excel
Desirable
Undergraduate degree or equivalent in any business-related field
Experience working with an I/NGO
Ability to carry out data management and update online data storage systems
Understanding of international travel logistics
Experience of coordinating an office move
Behavioural qualities
Essential
Commitment to FFI’s mission and values
Ability to work under pressure and to deal with challenges in a calm, positive, proactive and constructive way
Excellent people skills and enjoys working as a team to achieve results
Ability to use initiative and drive things forward independently
Flexible, with the ability to multi-task and prioritise to meet deadlines
Ability to think creatively and be a strong problem-solver
Applications, consisting of a covering letter explaining why you feel you should be considered for this post, a full CV (tailored to the role as advertised, highlighting relevant experience and achievements) and contact details for two referees (who will not be contacted without your permission) should be sent to kenyajobs@fauna-flora.org Please mark your application Operations Officer, Kenya. The closing date for applications is 05 May 2023.
Apply via :
kenyajobs@fauna-flora.org
