Oversee a range of critical duties encompassing the development, implementation, and evaluation of strategic initiatives to ensure organizational objectives are achieved. Lead cross-functional teams to execute projects efficiently, fostering collaboration and accountability at every stage. Monitor performance metrics and KPIs to identify areas for improvement, implementing corrective actions as needed. Prepare comprehensive reports detailing progress, challenges, and outcomes to stakeholders, ensuring transparency and alignment with business goals. Maintain compliance with industry regulations and company policies while upholding the highest standards of professional integrity.
This position facilitates the seamless execution of research and development initiatives by guaranteeing the prompt and efficient provision of project and administrative support, thereby enhancing operational performance through ongoing workflow oversight, resolution of routine operational challenges, and assistance with procurement, requisition, and risk management procedures. The successful candidate will be responsible for the following tasks:
You are responsible for ensuring that all service level agreements remain current and accurately reflect the established terms and commitments. This role involves regularly reviewing and updating these agreements to align with evolving business needs and contractual obligations.
Support the execution of projects on a daily basis by overseeing work schedules, monitoring progress against deliverables and key milestones, facilitating collaboration among teams, and organizing project documentation, technical reports, dashboards, and donor submissions.
Support involves assisting with budget preparation, financial oversight, compliance with audit standards, proposal creation, and collaboration with administrative departments at World Fish HQ and the Finance team. Additionally, the role entails contributing to the tracking of project performance, evaluation of outcomes, documentation of results and insights gained, as well as identifying opportunities for process enhancements.
Offer project management assistance for research and development initiatives through meticulous planning, progress tracking, and oversight of schedules, budgets, and quality standards.
Support the documentation of risk assessments, encompassing the creation of implementation plans and subsequent follow-up actions.
Deliver internal communications to staff in Nairobi and Mombasa regarding administrative processes, policies, initiatives, activities, and performance by creating and/or distributing a range of communication materials.
We oversee the acquisition of essential goods, such as office supplies and services, ensuring timely and cost-effective procurement.
Coordinate and oversee all logistical arrangements for meetings and workshops, ensuring all documentation is prepared accurately and efficiently. Actively engage in these events as required to support seamless execution and address any operational needs that arise.
Prepare and scrutinize general correspondence, checks, and other relevant documentation, while ensuring timely dispatch of all items.
Prepare and submit requisitions through the INRI OCS and World Fish OCS systems for staff members and service providers.
Design and maintain efficient filing systems and databases to meet organizational needs.
Professionally greet and assist visitors, promptly respond to telephone inquiries, and diligently manage appointment scheduling and follow-ups to ensure seamless communication.
Conduct new staff orientation for employees joining the INRI offices in Nairobi and Mombasa, ensuring all required documentation is submitted to the INRI liaison office to support the integration of international staff. Collaborate closely with INRI’s HR and ICT departments to deliver the essential services required for staff to perform their roles effectively.
Engage in initiatives aimed at enhancing systems by observing, documenting, and evaluating existing workflows, as well as audit findings, while gathering and assessing feedback from relevant stakeholders. Propose optimized system improvements, then design, implement, and track progress of these revised systems to ensure successful adoption and efficiency gains.
Investigate and address routine operational issues independently until resolution is achieved, and escalate unresolved matters promptly to the appropriate supervisor or team for further action.
Execute all additional responsibilities as may be deemed necessary to support operational objectives.
Requirements
A bachelor’s degree in a pertinent discipline, such as Business Management or Program Management, is required, along with at least two years of relevant professional experience. Alternatively, a diploma in a related field with five years of applicable experience is acceptable.
Preferred candidates will have prior office experience, ideally including exposure to international, non-profit, or multinational organizational settings.
Professional experience in project or program management, ideally in research-oriented or donor-funded settings, is required.
Accomplished professionals with a proven background in accounting are encouraged to apply. Candidates should possess hands-on experience within the accounting field to qualify for consideration.
Proficiency in delivering administrative and operational assistance within a dynamic, multicultural environment, encompassing logistics coordination, new employee integration, and office service management.
Proficiency in widely utilized office ICT tools, particularly Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with practical experience in administrative or procurement systems, is required.
Fluent verbal and written proficiency in English, coupled with the capacity to craft concise internal communications and correspondence.
A highly organized professional capable of efficiently managing multiple tasks, prioritizing responsibilities with precision, and ensuring tasks are completed thoroughly and on schedule.
Maintaining precise records, organizing filing systems, and managing databases with meticulous attention to detail are essential responsibilities of this role.
Capable of operating autonomously, managing routine operational tasks, and elevating concerns when necessary.
Skilled in collaborating effectively with varied teams and cultivating strong, productive relationships with both internal and external stakeholders.
Demonstrates strong interpersonal abilities and a commitment to service excellence when engaging with staff, visitors, and external service providers.
You will participate in process improvement initiatives by examining workflows and assisting in the deployment of enhanced procedures.
Proficient in leveraging administrative systems and process improvement methodologies to enhance workflow efficiency.
Demonstrates strong project coordination abilities, with expertise in managing tasks, adhering to timelines, and maintaining accurate documentation.
Proficiency in procurement methodologies and the capacity to navigate organizational systems and tools effectively constitute valuable assets.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
