This role will suit someone who has experience coordinating operational responsibilities in a fast-paced setting but is equally at home providing administrative support as they respond to a variety of operational needs such as logistics, ICT, human resources or administrative tasks.
The successful candidate will be organised and flexible, efficiently managing and prioritising a varying workload with a hands-on approach that they are willing to apply to all tasks. They’ll have strong administrative skills, excellent verbal and written communication skills and a keen eye for detail. Most importantly, they’ll be a team player willing to learn and bring a positive, enthusiastic attitude with a proactive, can-do approach.
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 Fauna & Flora can improve operational processes. It will also coordinate and provide administrative support to a variety of operational functions across the organisation such as logistics, ICT, human resources or administrative tasks ensuring the smooth operations of the Fauna & Flora Kenya offices and wider programme.
Specific Duties:
Office Administration
Proactively ensure that the Fauna & Flora 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 Fauna & Flora Kenya office are in place and communicated to staff
Fund Management
Keep a track of timesheet charges on all Fauna & Flora 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 Fauna & Flora’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
ICT Support
Support the UK ICT Team by updating the ICT equipment, arranging repairs and ICT supplies inventories when required
Act as an ICT Focal Point for the office, liaising with the UK ICT 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 ICT 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 Fauna & Flora and donor regulations.
Assist with the management of Fauna & Flora vehicles in line with Fauna & Flora 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 Fauna & Flora Africa and Fauna & Flora Kenya team and attend Fauna & Flora 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
Undergraduate degree in a business-related field
Minimum 3 years of experience in a similar operational role supporting multiple functions
Experience in procurement of goods and services
Previous experience in office administration including health and safety
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
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 Fauna & Flora’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
Other
Essential
Entitlement to live and work in Kenya (without employee sponsorship)
Available to travel domestically when required
go to method of application »
Applications should consist of the following:Applications should be submitted electronically to kenyajobs@fauna-flora.org.
Apply via :
kenyajobs@fauna-flora.org
