Oversee and execute core duties essential to the role, ensuring alignment with organizational objectives. Manage a range of critical tasks, including but not limited to [specific tasks if mentioned in original], while maintaining high standards of accuracy and efficiency. Collaborate closely with cross-functional teams to foster seamless communication and achieve shared goals. Monitor progress, identify potential challenges, and implement proactive solutions to mitigate risks and enhance productivity. Uphold compliance with relevant policies, procedures, and industry regulations to safeguard organizational integrity.
This position facilitates the seamless execution of research and development initiatives by providing timely and efficient project and administrative support, enhancing operational efficiency through ongoing workflow monitoring, addressing day-to-day operational challenges, and assisting with procurement, requisitions, and risk management procedures. The successful candidate will be responsible for:
Ensure service level agreements are consistently kept current and accurate.
Support the daily execution of projects by overseeing work plans, tracking key deliverables and milestones, facilitating cross-team collaboration, and managing essential project documentation, technical reports, dashboards, and donor submissions.
Support the project’s budgeting initiatives, oversee financial monitoring, and ensure compliance with audit requirements. Collaborate in developing proposals and coordinating with administrative units at World Fish HQ and the Finance teams. Additionally, play a key role in monitoring performance, evaluating results, documenting lessons learned, and identifying process improvements.
Offer project management assistance for research and development initiatives by establishing and overseeing schedules, budgets, and quality standards to ensure timely and effective project execution.
Assist with the preparation of risk assessment documentation, encompassing implementation strategies and subsequent follow-up actions.
Deliver internal communications to campus users in Nairobi and Mombasa regarding administrative processes, policies, initiatives, activities, and performance through the creation and/or distribution of diverse communication materials.
Facilitate the acquisition of essential goods and services, such as office supplies, by coordinating procurement activities to ensure timely delivery and adherence to organizational standards.
The individual will oversee logistics for meetings and workshops, ensuring all required documentation is prepared and participating in these sessions as needed.
Prepare and inspect general correspondence, checks, and other documentation while ensuring their timely dispatch.
Prepare and submit requisitions through INRI OCS and World Fish OCS systems for both employees and service providers.
Design, implement, and maintain efficient filing systems and databases tailored to organizational needs, ensuring optimal organization, accessibility, and integrity of stored information. Oversee their ongoing functionality and evolution in alignment with evolving operational requirements.
Responsible for managing and following through on scheduled appointments, addressing visitors, handling telephone calls, and responding to various inquiries in a timely and professional manner.
Deliver onboarding sessions for new hires at the Nairobi and Mombasa offices, ensuring all required documentation is promptly coordinated with the INRI liaison office to support the efficient operation of international personnel. Collaborate closely with INRI’s HR and ICT departments to deliver the essential services and resources needed for staff to perform their assigned duties effectively.
Engage in initiatives to enhance systems by meticulously observing, documenting, and evaluating existing workflows, audit results, and stakeholder feedback. Formulate recommendations for improved systems and design and oversee implementation plans to ensure successful execution.
Investigate and address daily operational issues until resolution, ensuring all concerns are fully addressed. If any challenges remain unresolved, escalate them promptly to the appropriate team or management for further action.
Execute any additional tasks or responsibilities as deemed necessary by the position or circumstances.
Seeking a highly motivated professional to fill a key role requiring a minimum of five years of relevant experience in the field. The ideal candidate must possess strong analytical skills, exceptional attention to detail, and the ability to work effectively under pressure. Proficiency in industry-standard software and tools is essential, along with excellent communication and problem-solving capabilities. A bachelor’s degree or higher in a related discipline is mandatory, and additional certifications may be preferred. Responsibilities include conducting thorough research, analyzing complex data, and collaborating with cross-functional teams to deliver high-quality results. The position demands adaptability, a proactive approach to challenges, and a commitment to continuous learning and professional development.
A relevant Bachelor’s degree—such as Business Management or Program Management—or an equivalent Diploma coupled with at least five years of pertinent experience is required. Additionally, candidates must have a minimum of two years of relevant professional experience if holding a Bachelor’s degree in the specified fields.
Seeking candidates with prior office experience, ideally including exposure to international, non-profit, or multinational organizations.
Experience in project or program management, preferably within research, or donor-funded environments
Accomplished professionals with a proven track record in accounting practices and principles are encouraged to apply. Candidates should possess hands-on experience in financial record-keeping, audit preparation, and compliance with regulatory standards. Familiarity with accounting software and proficiency in analyzing financial data are essential requirements for this role.
With a proven track record in delivering administrative and operational support within a dynamic, multicultural environment, you will excel in coordinating logistics, overseeing onboarding processes, and managing office services efficiently.
Proficiency in essential office ICT tools is required, encompassing Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with experience using administrative or procurement systems.
Proficient in both verbal and written English communication, with the capability to craft concise and coherent internal communications and professional correspondence.
Highly organized, capable of managing numerous tasks simultaneously, prioritizing efficiently, and ensuring each is completed thoroughly.
Proven ability to organize records, maintain efficient filing systems, and update databases meticulously, ensuring accuracy and precision in all tasks.
Capable of autonomously managing routine operational tasks while promptly escalating any issues that arise beyond your scope.
Able to collaborate effectively within varied teams and establish constructive professional connections with both internal colleagues and external stakeholders.
Strong interpersonal abilities with a service-focused mindset when engaging with colleagues, guests, and external partners.
Revamping process improvement initiatives often involves analyzing current workflows and assisting in the deployment of enhanced methodologies.
Experienced in utilizing administrative systems and implementing process improvement methodologies to enhance operational workflows.
Skilled in managing projects with a focus on organizing tasks, monitoring timelines, and maintaining thorough records.
Proficiency in procurement methodologies and the capacity to effectively utilize organizational frameworks and technologies represent a valuable asset.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
