Oversee and execute core duties encompassing strategic planning, operational management, and team leadership to drive organizational objectives. Ensure adherence to company policies, industry regulations, and quality standards while fostering a culture of accountability and continuous improvement. Collaborate with cross-functional teams to align resources, mitigate risks, and optimize performance across departments. Develop and implement policies, procedures, and best practices to enhance efficiency, productivity, and stakeholder satisfaction. Monitor key performance indicators, analyze trends, and report findings to senior leadership to inform data-driven decision-making.
This position facilitates the seamless coordination of research and development initiatives by guaranteeing the prompt and efficient execution of project and administrative functions, while enhancing operational efficiency through consistent workflow oversight, resolution of routine operational challenges, and assistance with procurement, requisition, and risk management protocols. Specifically, the individual in this role will:
Oversee the continual updating and management of service level agreements to ensure alignment with organizational objectives and client needs.
Support day-to-day project execution by overseeing work plans, monitoring deliverables and key milestones, and facilitating cross-team collaboration. Maintain comprehensive project documentation, prepare technical reports, update dashboards, and ensure timely donor submissions.
You will assist with financial planning and budget management, ensure compliance with audit standards, and participate in proposal preparation, while collaborating closely with World Fish HQ and Finance teams. Additionally, you will help track project performance, document outcomes and insights, and identify opportunities for process enhancements.
Deliver comprehensive project management assistance to research and development initiatives by meticulously developing, implementing, and overseeing schedule adherence, budgetary control, and quality assurance standards.
Aid in the preparation of risk assessments documentation, encompassing implementation strategies and subsequent follow-up actions.
Develop and deliver diverse communication materials to ensure internal stakeholders in Nairobi and Mombasa are informed about administrative processes, policies, initiatives, activities, and performance.
We oversee the acquisition of essential goods, such as office supplies and various services, ensuring timely and efficient procurement.
Coordinate and oversee meeting and workshop logistics, ensuring all arrangements are meticulously prepared and executed. Develop and maintain comprehensive documentation as required, and actively engage in meetings and workshops where participation is necessary.
Draft, examine, and validate routine correspondence, financial instruments, and related paperwork, subsequently overseeing their timely distribution.
Prepare and submit requisitions within the INRI OCS and World Fish OCS systems for both staff and service providers.
Design, implement, and maintain efficient filing systems and databases to meet organizational needs, ensuring accuracy, accessibility, and compliance with relevant standards and protocols.
Duties include scheduling and monitoring appointments, managing visitor interactions, handling telephone calls, and addressing inquiries efficiently.
Deliver comprehensive orientation sessions for newly recruited personnel at the Nairobi and Mombasa offices, ensuring all required documentation is promptly coordinated with the INRI liaison office to support the effective deployment of international staff. Collaborate closely with INRI Human Resources and Information and Communication Technology departments to deliver essential services that enable staff to perform their assigned roles with optimal efficiency.
Engage in initiatives aimed at enhancing systems by meticulously observing, documenting, and evaluating existing workflows, as well as audit findings; gather and assess input from stakeholders; recommend improved systems; and design, execute, and track implementation strategies.
Investigate and resolve routine operational issues thoroughly, ensuring each is brought to a satisfactory conclusion, and escalate unresolved matters promptly to the appropriate personnel.
Carry out any additional relevant responsibilities as necessary to support operational needs.
Candidates must possess a minimum of three years of relevant professional experience, preferably in a similar role within the industry. Proficiency in industry-standard software and tools is essential, along with strong analytical and problem-solving abilities. Excellent written and verbal communication skills are required to effectively collaborate with cross-functional teams. A bachelor’s degree in a related field is mandatory, and additional certifications may be advantageous. Familiarity with current trends and best practices is highly valued.
A bachelor’s degree in a related discipline, such as Business Management or Program Management, is required, along with at least two years of pertinent experience. Alternatively, a relevant diploma combined with five years of applicable professional experience may be considered.
Professionals with prior experience in office settings, ideally including exposure to international, non-profit, or multinational organizations, should apply.
Professional with a proven track record in overseeing projects or programs, ideally within research-focused or donor-funded settings.
Proven track record in accounting practices and financial management, encompassing a minimum of [X] years of applicable experience.
With a proven track record in delivering administrative and operational support within a dynamic, multicultural environment, responsibilities encompass coordinating logistics, facilitating seamless onboarding processes, and overseeing essential office services.
A strong proficiency with common office ICT solutions is required, particularly Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), along with practical experience using administrative or procurement platforms.
Proficient English communication skills, both verbally and in writing, are essential to create concise internal communications and professional correspondence.
Highly detail-oriented professional with a strong aptitude for managing multiple priorities, maintaining meticulous organization, and ensuring tasks are completed accurately and on schedule.
Proven ability to manage records, filing systems, and databases with precision and meticulous attention to detail.
Capable of working autonomously, managing routine operational tasks, and elevating critical concerns as needed.
Skilled in collaborating with cross-functional teams and cultivating strong, productive relationships with both internal colleagues and external partners.
You must demonstrate strong interpersonal abilities and a service-oriented mindset when engaging with staff, visitors, and service providers.
Skilled in process improvement initiatives, with experience in analyzing workflows and facilitating the adoption of enhanced practices.
Proficient in leveraging administrative systems and process improvement methodologies to enhance operational efficiency and optimize workflows.
Experienced in managing project coordination tasks such as monitoring progress, overseeing deadlines, and maintaining records.
Proficiency in procurement methodologies and the capacity to navigate organizational systems and tools are desirable assets for this role.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
