Key responsibilities encompass managing project timelines and ensuring deliverables align with organizational objectives. Overseeing team performance and fostering collaboration across departments are central to this role. Additionally, the position requires monitoring budgets, tracking expenditures, and reporting financial performance to stakeholders. Strategic planning and implementation of initiatives are also expected to drive operational efficiency and innovation.
This position facilitates the seamless execution of research and development initiatives by guaranteeing the punctual and streamlined delivery of project and administrative support, as well as enhancing operational efficiency through consistent workflow oversight, prompt resolution of routine operational challenges, and assistance with procurement, requisitioning, and risk management protocols. In particular, the role encompasses the following responsibilities:
Responsible for ensuring all service level agreements remain current and accurately reflect ongoing commitments.
Support the daily execution of projects by overseeing work plans, ensuring timely completion of deliverables and milestones, facilitating cross-team collaboration, and managing comprehensive project documentation, technical reports, dashboards, and donor submissions.
Support involves project budgeting, financial monitoring, audit compliance, proposal development, and collaboration with World Fish HQ and Finance teams’ administrative units. Additionally, the role contributes to tracking progress, evaluating outcomes, documenting results and lessons learned, and implementing process improvements.
Offer project management assistance for research and development initiatives through diligent planning and oversight of schedule adherence, budget control, and quality assurance.
Help prepare documentation for risk assessments, including the creation of implementation strategies and subsequent follow-up actions.
Internal communication materials are crafted and disseminated to Nairobi and Mombasa campus users, covering administrative processes, policies, initiatives, activities, and performance metrics to ensure clarity and engagement across both locations.
Proactively manage the acquisition of essential goods, such as office supplies and services, to ensure seamless operations and resource availability.
Coordinate and oversee the logistical arrangements for meetings and workshops, ensuring all necessary documentation is prepared and distributed in advance. Serve as an active participant in these sessions as required, contributing to discussions and supporting the overall objectives of the event.
Prepare, examine, and validate general correspondence, checks, and other relevant documentation, ensuring timely and accurate dispatch of all materials.
Prepare and submit requisitions using the INRI OCS and World Fish OCS systems for staff and service providers.
Design and maintain efficient filing systems and databases to meet organizational needs.
Professionally manage and coordinate appointment scheduling, as well as handle subsequent follow-ups. Greet and assist visitors, address telephone inquiries, and respond to other general questions or concerns in a timely and courteous manner.
Deliver comprehensive orientation sessions for newly recruited personnel at the Nairobi and Mombasa offices, ensuring all required documentation is coordinated through the INRI liaison office to support international staff in their roles. Collaborate with INRI’s Human Resources and Information and Communication Technology departments to deliver essential services, enabling staff to perform their assigned duties efficiently.
Engage in initiatives aimed at enhancing systems by evaluating, recording, and assessing existing workflows, as well as audit results, gathering and interpreting stakeholder feedback, suggesting improved system designs, and creating and overseeing implementation strategies.
Investigate and address routine operational issues independently, ensuring thorough resolution while escalating any unresolved matters through the proper channels for further action.
Execute any additional duties deemed necessary to support operational objectives.
Requirements
A bachelor’s degree in a pertinent discipline, such as Business Management or Program Management, along with at least two years of relevant professional experience is required. Alternatively, a diploma in a relevant field paired with five years of applicable experience may also be considered.
Professional office experience is required, with a preference for candidates who have worked in international, non-profit, or multinational organizational settings.
Professional experience in project or program management is required, ideally within research-oriented or donor-funded settings.
Experienced professionals with a proven track record in accounting are required.
With a proven track record in delivering efficient administrative and operational assistance within a dynamic, multicultural environment, responsibilities include overseeing logistics coordination, facilitating seamless onboarding processes, and ensuring the smooth operation of office services.
Proficiency in essential office ICT tools, specifically Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with experience in administrative or procurement systems, is required.
Fluent verbal and written proficiency in English is essential, enabling the preparation of concise internal communications and correspondence.
Highly organized, with a strong aptitude for managing multiple responsibilities, prioritizing tasks efficiently, and ensuring timely completion.
Maintaining meticulous records, organized filing systems, and up-to-date databases demands strong attention to detail and precision.
Capable of operating autonomously, managing routine operational tasks, and elevating concerns to appropriate personnel as needed.
Proficient in collaborating effectively within diverse teams and cultivating strong, productive working relationships with both internal colleagues and external partners.
Possesses strong interpersonal abilities and adopts a service-oriented mindset when interacting with staff, visitors, and external service providers.
Reviewing existing workflows and contributing to the implementation of enhanced processes form part of the exposure to process improvement initiatives.
Proficiency in administrative systems and methodologies aimed at process enhancement to facilitate streamlined workflows is essential.
Proficient in managing project coordination tasks, with the ability to systematically monitor assignments, adhere to deadlines, and maintain accurate records.
Proficiency in procurement methodologies and the capacity to effectively utilize organizational systems and tools represent valuable assets for this role.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
