Key duties involve overseeing daily operations to guarantee seamless workflow efficiency, managing cross-functional teams to drive project completion within stipulated deadlines, and developing strategic initiatives to enhance productivity and performance metrics. Responsibilities extend to analyzing market trends and data to inform decision-making, cultivating strong stakeholder relationships to foster collaboration, and ensuring adherence to company policies and regulatory standards. Additionally, the role encompasses mentoring junior staff, conducting performance evaluations, and identifying opportunities for process improvements to optimize resource allocation and operational scalability.
This role supports the coordination of research and development projects by ensuring the timely and efficient delivery of project and administrative services, while strengthening operational effectiveness through continuous monitoring of workflows, resolution of day-to-day operational issues, and support for procurement, requisitions, and risk management processes. Specifically, the incumbent will:
Ensure service level agreements remain current and accurate at all times.
We facilitate the seamless execution of projects by overseeing work plans, ensuring timely completion of deliverables and milestones, and fostering cross-team collaboration. Additionally, we maintain accurate project documentation, technical reports, dashboards, and donor submissions to uphold transparency and accountability throughout the project lifecycle.
Provide assistance in managing project budgets, conducting financial oversight, ensuring compliance with audit standards, developing proposals, and collaborating with administrative units at World Fish HQ and Finance teams, while also contributing to monitoring activities, evaluating outcomes, documentation of results, capturing lessons learned, and implementing process improvements.
Offer project management assistance for research and development initiatives through the meticulous planning, tracking, and oversight of schedules, budgets, and quality standards.
Help develop and maintain documentation for risk assessments, encompassing implementation strategies and subsequent follow-up actions.
Internal communication materials will be developed and/or delivered to campus users in Nairobi and Mombasa, ensuring they remain informed about administrative processes, policies, initiatives, activities, and performance metrics.
Efficiently oversee the acquisition of essential goods, such as office supplies and various services, to ensure operational needs are consistently met.
Coordinate and oversee all logistical arrangements for meetings and workshops, ensuring all necessary documentation is prepared and maintained. Actively engage in these sessions as required to facilitate smooth operations and support organizational objectives.
Prepare and evaluate various forms of communication, including letters, checks, and other relevant documents, before ensuring their timely dispatch.
Prepare and submit requisitions in the INRI OCS and World Fish OCS systems for both staff and service providers.
Design and maintain efficient filing systems and databases to meet organizational needs.
Establish and manage appointments while also overseeing follow-ups, handle visitor reception, address telephone inquiries, and respond to other questions or concerns as they arise.
Deliver comprehensive orientation sessions for new employees at both the Nairobi and Mombasa offices, ensuring all essential documentation is promptly coordinated with the INRI liaison office. Facilitate the onboarding process for international staff by collaborating closely with INRI HR and ICT departments to ensure staff receive the necessary resources and support required to effectively perform their assigned roles.
Engage in initiatives to enhance systems by carefully observing, recording, and evaluating existing workflows, as well as audit findings. Collect and analyze input from relevant stakeholders, recommend improved systems, and create and oversee implementation plans to ensure successful execution.
Investigate and address routine issues independently until resolution is achieved, ensuring all matters are brought to a satisfactory close. Any unresolved concerns must be escalated promptly and effectively to the appropriate personnel for further action.
Execute any additional responsibilities deemed necessary to support overall operational objectives.
The ideal candidate must possess a minimum of five years of relevant experience in the field, with a strong background in project management and leadership. Proficiency in industry-specific software and tools is essential, alongside exceptional communication and organizational skills. A bachelor’s degree in a related discipline is required, though an advanced degree is highly desirable. Additionally, the candidate should demonstrate a proven track record of delivering successful outcomes under tight deadlines and within budget constraints. Familiarity with regulatory compliance and risk management principles is also necessary. Strong analytical abilities and the capacity to work collaboratively in cross-functional teams are critical for this role.
A relevant Bachelor’s degree, such as in Business Management or Program Management, is required, along with a minimum of two years of pertinent professional experience. Alternatively, a Diploma in a relevant field with at least five years of applicable experience will be considered.
Professional experience in an office setting is required, with a preference for candidates who have prior involvement in international, nonprofit, or multinational organizations.
Professional experience in project or program management is required, with a preference for candidates who have worked in research or donor-funded environments.
Proven track record in the accounting field is required.
With a proven track record in delivering administrative and operational support within a dynamic, multicultural environment, you will oversee logistics coordination, employee onboarding processes, and office services seamlessly.
Proficient in utilizing standard office ICT tools, particularly Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with a working understanding of administrative or procurement systems.
Proficient English communication skills, both verbal and written, are required, with a strong aptitude for crafting concise internal communications and correspondence.
Highly organized, capable of managing multiple tasks concurrently, prioritizing efficiently, and ensuring thorough follow-through to completion.
Maintaining meticulous records, organized filing systems, and up-to-date databases is essential, requiring strong attention to detail and accuracy.
Capable of autonomous work, managing routine operational tasks, and elevating concerns to higher levels as needed.
Experienced in collaborating effectively with cross-functional teams and fostering constructive professional relationships with both internal colleagues and external partners.
Strong interpersonal abilities with a customer-focused mindset when engaging with staff, visitors, and external service providers.
Involves participation in process improvement initiatives, conducting workflow analyses, and assisting with the deployment of enhanced methodologies.
Experienced in leveraging administrative systems and process improvement methodologies to enhance workflow efficiency.
Demonstrates strong project coordination capabilities, with expertise in managing tasks, adhering to deadlines, and maintaining thorough documentation.
A strong understanding of procurement methodologies and the capacity to navigate organizational frameworks and technological resources are advantageous.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
