Oversee and execute core duties including managing daily operations, ensuring adherence to company policies, and fostering a collaborative work environment. Collaborate with cross-functional teams to streamline processes, identify opportunities for improvement, and drive operational efficiency. Monitor performance metrics and KPIs to assess progress, address gaps, and implement corrective actions as needed. Maintain accurate records, generate reports, and communicate findings to stakeholders to support data-driven decision-making. Serve as a liaison between departments to align objectives, resolve conflicts, and promote synergy. Additionally, lead initiatives to enhance employee engagement, professional development, and overall workplace culture.
This position facilitates the seamless execution of research and development initiatives by providing timely and efficient project and administrative support, thereby enhancing operational efficiency through ongoing workflow monitoring, addressing immediate operational challenges, and assisting with procurement, requisitions, and risk management activities. The successful candidate will be responsible for:
Oversee the regular updating and maintenance of service level agreements to ensure they remain current and compliant with organizational standards.
Support the ongoing execution of projects by overseeing work plans, ensuring timely completion of deliverables and milestones, facilitating cross-team collaboration, and managing project documentation, technical reports, dashboards, and donor submissions.
Support involves assisting with project budgeting, financial monitoring, and audit compliance, while also contributing to proposal development and coordinating with administrative units across World Fish HQ and Finance teams. Additionally, the role entails participating in monitoring efforts, evaluating outcomes, documenting results, capturing lessons learned, and identifying process improvements.
Offer project management assistance for research and development initiatives by establishing, tracking, and ensuring adherence to schedules, budgets, and quality standards.
Help create documentation for risk assessments, encompassing their implementation plans and subsequent follow-ups.
Deliver internal communications to campus users in Nairobi and Mombasa, covering administrative processes, policies, initiatives, activities, and performance through the creation and dissemination of diverse communication materials.
Facilitate the acquisition of essential goods, such as office supplies and services, by coordinating and managing procurement activities.
Coordinate and oversee meeting and workshop logistics, ensuring all arrangements are meticulously planned and executed. Prepare and maintain all required documentation, and actively engage as needed throughout the proceedings.
Prepare and scrutinize routine correspondence, checks, and related documentation, verifying accuracy before ensuring their timely dispatch.
Raise requisitions within the INRI OCS and World Fish OCS systems for staff and service providers as required.
Design and manage filing systems and databases to meet organizational needs efficiently.
Establish and manage appointments, ensuring all follow-ups are completed. Handle visitor reception, incoming telephone calls, and address various inquiries promptly and professionally.
Provide new staff at the Nairobi and Mombasa offices with a comprehensive orientation and ensure all required documentation is promptly submitted to the INRI liaison office to support the onboarding of international personnel. Collaborate closely with INRI’s HR and ICT departments to deliver essential services, enabling staff to perform their assigned roles effectively.
Engage in initiatives to enhance systems by meticulously observing, documenting, and evaluating existing workflows, as well as examining audit findings and gathering stakeholder feedback. Propose optimized system enhancements and create, as well as track, implementation plans to ensure seamless execution and continuous improvement.
Investigate and address routine and complex issues until resolution, ensuring all concerns are thoroughly addressed, and elevate any lingering problems to the appropriate level for further action.
Execute any additional duties deemed necessary to support the organization’s objectives and operational needs.
Requirements
A relevant bachelor’s degree, such as in Business Management or Program Management, is required, along with at least two years of pertinent professional experience. Alternatively, candidates may possess a relevant diploma accompanied by five years of relevant professional experience.
Applicants should possess professional office experience, ideally within an international, non-profit, or multinational organization.
Professional experience in project or program management, ideally within research-oriented or donor-funded settings, is required.
Demonstrated proficiency in accounting practices and principles is required.
Seasoned professional with a track record of delivering comprehensive administrative and operational support within a dynamic, multicultural environment, encompassing the management of logistics, onboarding processes, and office services.
Proficient in utilizing essential office information and communication technology tools, with expertise in Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, alongside a working understanding of administrative or procurement systems.
Fluent English communication skills, both verbal and written, are essential, with proficiency in crafting precise internal communications and correspondence.
Well-organized with the ability to manage multiple tasks, prioritize effectively, and follow through to completion.
Skilled in organizing and updating records, filing systems, and databases with precision and meticulous attention to detail.
Capable of working autonomously, managing routine operational tasks, and elevating concerns to appropriate stakeholders as necessary.
Able to collaborate effectively with varied teams and cultivate productive professional relationships with both internal and external stakeholders.
Demonstrates exceptional interpersonal abilities while maintaining a service-focused mindset when interacting with team members, guests, and external partners.
Involvement in process improvement initiatives, such as evaluating workflows and aiding in the adoption of enhanced practices, is essential. Additionally, the role requires active participation in refining operational procedures and facilitating the implementation of more efficient methods.
Proficient in leveraging administrative systems and process improvement methodologies to enhance operational workflows efficiently.
Skilled in overseeing project activities, with a strong ability to manage task assignments, monitor progress against deadlines, and maintain accurate records.
A strong understanding of procurement processes, coupled with the ability to seamlessly integrate into organizational systems and tools, would be highly beneficial.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
