Oversee a range of critical duties, including managing team projects, ensuring timely delivery of objectives, and maintaining high standards of quality. Develop and implement strategic plans to enhance operational efficiency and drive team productivity. Monitor progress through regular assessments and provide constructive feedback to foster professional growth. Collaborate with cross-functional teams to align goals and optimize workflows. Ensure adherence to company policies, industry regulations, and compliance standards. Identify and mitigate potential risks to uphold organizational integrity. Serve as a key liaison between senior leadership and operational staff to facilitate seamless communication.
This position facilitates the seamless execution of research and development initiatives by providing timely and efficient project and administrative support, enhancing operational efficiency through consistent workflow monitoring, addressing routine operational challenges, and assisting with procurement, requisitions, and risk management activities. The successful candidate will be responsible for:
Ensure service level agreements are consistently kept up to date.
Support the execution of projects on a daily basis by overseeing work plans, ensuring timely completion of deliverables and milestones, facilitating cross-team collaboration, and organizing project documentation, technical reports, dashboards, and donor submissions.
Support involves overseeing project budgeting and financial monitoring, ensuring compliance with audit requirements, and facilitating the development of proposals. Collaboration extends to coordination with administrative units at World Fish HQ and the Finance teams. Additionally, the role includes contributing to monitoring and evaluation efforts, documenting results and lessons learned, as well as identifying opportunities for process improvements.
Offer project management assistance for research and development initiatives by developing and overseeing schedules, controlling costs, and ensuring quality standards.
Support the preparation of risk assessment documentation, encompassing implementation strategies and subsequent follow-up actions;
Craft and disseminate internal communications for staff across the Nairobi and Mombasa campuses, covering administrative procedures, organizational policies, strategic initiatives, upcoming events, and performance metrics through the production and distribution of a range of communication materials.
We oversee the acquisition of essential goods, such as office supplies and services, ensuring timely and cost-effective procurement.
Coordinate and oversee all logistical arrangements for meetings and workshops, ensuring all required documentation is prepared accurately and in a timely manner. Additionally, actively engage in these sessions as needed.
Prepare general correspondence, checks, and other documentation, and verify their accuracy before dispatching them.
Prepare and submit requisitions for staff and service providers through the INRI OCS and World Fish OCS systems.
Design, implement, and maintain organized filing systems and databases to meet organizational needs, ensuring efficiency, accessibility, and compliance with relevant standards.
Professionally manage and coordinate appointments, ensuring timely scheduling and follow-up. Greet and assist visitors, handle incoming telephone calls, and address inquiries with professionalism and efficiency.
Deliver comprehensive onboarding sessions for new personnel joining both the Nairobi and Mombasa offices, ensuring all required documentation is promptly processed and forwarded to the INRI liaison office. Coordinate closely with INRI Human Resources and Information Technology departments to furnish staff with the essential tools and support required for optimal performance in their assigned responsibilities.
Participate in initiatives aimed at enhancing systems by closely examining, recording, and evaluating existing workflows, audit results, and stakeholder feedback. Propose revised system enhancements and collaborate on the creation and tracking of implementation plans to ensure effective execution.
Investigate and address day-to-day issues until resolution, ensuring all matters are fully addressed, and escalate any unresolved matters through the proper channels.
Execute any additional tasks deemed necessary to support departmental objectives and operational needs.
Requirements
Candidates should hold a Bachelor’s degree in a pertinent discipline, including Business Management or Program Management, supplemented by at least two years of professional experience in a related field. Alternatively, an applicant may qualify with a Diploma in a relevant area, provided they possess a minimum of five years of hands-on experience in the sector.
Seeking candidates with prior office-based work experience, ideally including exposure to international, non-profit, or multinational organizations.
Seasoned professionals with a track record in project or program management—ideally within research or donor-funded settings—are sought for this role.
Proven track record in accounting practices and financial management is required for this role. Candidates should have practical experience in maintaining accurate financial records, preparing reports, and ensuring compliance with regulatory standards. Familiarity with accounting software and systems is essential to support day-to-day operations and strategic decision-making within the finance team.
With a proven track record in delivering efficient administrative and operational support within a dynamic, multicultural environment, you will oversee the seamless coordination of logistics, streamline onboarding processes, and ensure the smooth functioning of office services.
Proficient in utilizing standard office information and communication technology tools, particularly Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, with a solid grasp of administrative or procurement systems.
Fluent proficiency in both verbal and written English is required, with a strong capacity to produce concise and coherent internal communications and correspondence.
Demonstrates exceptional organizational skills, adeptly managing multiple responsibilities while prioritizing tasks efficiently to ensure timely and thorough completion.
Maintains meticulous records, organized filing systems, and databases with precision and a keen eye for detail.
Capable of managing tasks autonomously while addressing routine operational responsibilities and determining when to elevate concerns for further resolution.
Able to collaborate effectively with varied teams and cultivate constructive working relationships with both internal and external stakeholders.
Demonstrates exceptional interpersonal skills, fostering a service-oriented mindset in interactions with staff, visitors, and external service providers.
With experience in process improvement initiatives, you will evaluate existing workflows and assist in deploying enhanced methodologies.
Proven ability to navigate administrative systems and implement process improvement strategies to enhance operational workflows.
The role demands proficiency in managing projects, specifically overseeing task progress, adhering to timelines, and maintaining accurate documentation.
Proficiency in procurement methodologies and the capacity to navigate organizational systems and tools effectively are advantageous.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
