Oversee a comprehensive range of duties encompassing strategic planning, operational execution, and team leadership to drive organizational objectives. Ensure adherence to industry standards and regulatory requirements while fostering a culture of innovation and continuous improvement. Collaborate with cross-functional teams to align business goals with deliverables, optimizing processes for enhanced efficiency and productivity. Monitor performance metrics, analyze trends, and implement corrective actions as needed to maintain high standards of quality and service excellence. Provide mentorship and professional development opportunities to cultivate talent and enhance team capabilities. Serve as the primary liaison for stakeholder communications, ensuring transparency and alignment with organizational priorities.
This position facilitates the streamlined execution of research and development initiatives by overseeing the punctual and efficient provision of project and administrative support services. Additionally, it enhances operational efficiency through ongoing assessment of workflows, proactive resolution of routine operational challenges, and assistance with procurement, requisition, and risk management protocols. The individual in this role will specifically:
Ensure service level agreements are consistently kept up to date.
Support day-to-day project execution by overseeing work plans, ensuring timely completion of deliverables and milestones, facilitating cross-team collaboration, and managing comprehensive project documentation, including technical reports, dashboards, and donor submissions.
Support project budgeting, financial oversight, and compliance with audit standards, alongside proposal development and collaboration with administrative units at World Fish HQ and Finance teams. Additionally, assist in monitoring, evaluating, and documenting outcomes, capturing lessons learned, and identifying process enhancements.
Deliver comprehensive project management assistance to research and development initiatives through the meticulous planning, tracking, and oversight of schedules, expenditures, and quality standards.
Support the creation of documentation for risk assessments, encompassing implementation strategies and subsequent follow-up actions.
Deliver targeted internal communications to faculty, staff, and administrators across Nairobi and Mombasa campuses, covering administrative processes, policies, initiatives, activities, and performance outcomes. This involves crafting and disseminating a range of communication materials to ensure clarity, engagement, and alignment with institutional goals.
Assist in securing the acquisition of necessary goods, such as office supplies and professional services.
Coordinate and oversee the logistical arrangements for meetings and workshops while ensuring all required documentation is prepared and, when appropriate, actively engage in the proceedings.
Prepare, evaluate, and verify general correspondence, checks, and other documents, then ensure their timely dispatch.
Prepare and submit requisitions within the INRI OCS and World Fish OCS systems for personnel and service providers.
Design and manage filing systems and databases as necessary to ensure efficient organization and accessibility of records.
Responsible for scheduling and managing appointments, as well as addressing visitor inquiries, telephone calls, and other communications in a timely and professional manner.
Deliver comprehensive orientation sessions for new personnel joining the Nairobi and Mombasa offices, ensuring all required documentation is promptly submitted to the INRI liaison office. Coordinate closely with INRI Human Resources and Information and Communication Technology departments to secure the essential services that enable staff to perform their assigned roles effectively.
Participate in initiatives to enhance systems by evaluating, recording, and assessing current processes, audit results, and stakeholder feedback. Develop and propose refined systems, then establish and oversee implementation plans to ensure successful execution.
Investigate and address daily operational issues thoroughly until resolution, ensuring proper escalation of any unresolved matters as needed.
Carry out additional duties as may be assigned from time to time to support operational needs.
Seeking a highly motivated professional with a minimum of five years of relevant experience in the field, proficient in both written and verbal communication, and capable of managing multiple projects simultaneously. Must possess strong analytical skills, attention to detail, and the ability to work independently as well as collaboratively within a team. Familiarity with industry-specific software and tools is essential, along with a commitment to continuous learning and professional development. Bachelor’s degree in a related discipline is required; advanced degrees or certifications are preferred. Ability to meet tight deadlines while maintaining high-quality standards is crucial.
A bachelor’s degree in a relevant field—such as Business Management or Program Management—or at least two years of professional experience in the field is required. Alternatively, candidates holding a diploma in a related discipline may qualify with a minimum of five years of applicable experience.
Professional experience within an office setting is preferred, ideally including exposure to international, non-profit, or multinational organizations.
Experience in project or program management, ideally in research-oriented or donor-funded settings, is required.
Proven track record in accounting practices and financial management, with hands-on experience in maintaining accurate records, preparing financial statements, and ensuring compliance with regulatory standards.
With a strong background in delivering administrative and operational support within a dynamic, multicultural setting, responsibilities include coordinating logistics, facilitating onboarding processes, and managing office services.
Proficiency in commonly used office information and communication technology tools, particularly Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with an understanding of administrative or procurement systems, is required.
Proficient in English, with strong verbal and written communication abilities, enabling the creation of concise and effective internal communications and correspondence.
Highly organized professional with a proven ability to manage multiple tasks simultaneously, prioritize responsibilities efficiently, and ensure projects are completed thoroughly and on schedule.
Maintain meticulous records, filing systems, and databases with precision and a keen eye for detail.
Demonstrates the capacity to operate autonomously, manage routine operational tasks efficiently, and promptly elevate any concerns to the appropriate level when necessary.
Skilled at collaborating effectively within diverse team environments and cultivating strong, productive relationships with both internal colleagues and external partners.
Possesses strong interpersonal abilities, coupled with a service-focused mindset in interactions with staff, visitors, and external service providers.
You will participate in process improvement initiatives by evaluating current workflows and assisting in the deployment of enhanced methodologies.
Proficiency in administrative frameworks and methodologies for process enhancement is required to bolster operational efficiency.
Capable of efficiently managing project coordination duties, such as monitoring task progress, maintaining accurate timelines, and ensuring thorough documentation throughout the project lifecycle.
Proficiency in procurement methodologies and the capacity to effectively utilize organizational systems and tools are advantageous.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
