Oversee the primary duties and strategic objectives of the position, ensuring alignment with organizational goals. Develop and implement policies, procedures, and systems to enhance operational efficiency and compliance. Collaborate with cross-functional teams to drive project execution and foster innovation. Monitor performance metrics to assess progress and identify areas for improvement. Prepare comprehensive reports and presentations for stakeholders to communicate outcomes and recommendations. Provide leadership and mentorship to team members to cultivate a high-performing work environment.
This position facilitates the seamless execution of research and development initiatives by guaranteeing the punctual and streamlined delivery of project and administrative services, thereby enhancing operational efficiency through vigilant oversight of workflows, proactive resolution of routine operational challenges, and assistance with procurement, requisitions, and risk management protocols. The incumbent will be tasked with the following responsibilities:
Ensure service level agreements remain current and accurately reflect all pertinent details.
Support the ongoing execution of projects by overseeing work plans, ensuring adherence to deliverables and milestones, facilitating cross-team collaboration, and organizing project documentation, technical reports, dashboards, and donor submissions.
Support the preparation and management of project budgets, oversee financial monitoring, ensure compliance with audit requirements, and assist in proposal development, while also collaborating with administrative units at World Fish HQ and the Finance team. Additionally, contribute to monitoring activities, evaluate results, document findings, capture lessons learned, and drive process improvements.
Offer project management assistance for research and development initiatives through the meticulous planning and ongoing supervision of schedule adherence, budget allocation, and quality standards.
Support the creation of risk assessment documentation, encompassing implementation strategies and subsequent follow-up actions.
Develop and disseminate internal communication materials tailored for staff members in Nairobi and Mombasa, ensuring awareness of administrative processes, policies, initiatives, activities, and performance outcomes.
Procure goods such as office supplies and services in a timely and efficient manner.
Coordinate and oversee the logistics for meetings and workshops, ensuring all necessary documentation is prepared, and actively participate as required.
Draft, examine, and validate general correspondence, checks, and other documentation, subsequently ensuring their timely dispatch.
Prepare requisitions within the INRI OCS and World Fish OCS systems, catering to both staff members and service providers, as required.
Design, implement, and maintain filing systems and databases to meet organizational needs, ensuring efficiency, accuracy, and accessibility.
Establish and maintain a structured schedule of appointments, ensuring timely follow-ups. Provide courteous and efficient assistance to visitors, respond promptly to telephone inquiries, and address other requests with professionalism and accuracy.
Provide comprehensive onboarding sessions for newly hired personnel at the Nairobi and Mombasa offices, ensuring all required documentation is processed in collaboration with the INRI liaison office to support the operational needs of international staff. Additionally, coordinate with INRI Human Resources and ICT teams to deliver essential services, enabling staff to perform their assigned roles effectively.
Engage in initiatives to enhance systems by evaluating current processes through observation, documentation, and review, as well as examining audit findings, gathering and assessing stakeholder feedback, suggesting improved system designs, and creating and tracking implementation roadmaps.
Investigate and address daily operational concerns thoroughly, ensuring resolution at each stage, while promptly escalating any persisting challenges to the appropriate team or supervisor for further action.
Execute all additional responsibilities and tasks deemed necessary for the role to ensure comprehensive support and operational efficiency.
Requirements
A relevant field, such as Business Management or Program Management, requires a bachelor’s degree accompanied by at least two years of related experience. Alternatively, a diploma in a pertinent field with a minimum of five years of applicable experience is also acceptable.
Professional experience in an office setting is required, with a preference for candidates who have worked in international, non-profit, or multinational organizations.
Proven track record in managing projects or programs, ideally within research-centric or donor-funded settings, is essential for this role.
Accomplished professionals with a proven track record in accounting are encouraged to apply. Candidates must possess hands-on experience in the field of accounting to be considered for this role.
Proven ability to deliver comprehensive administrative and operational support within a dynamic, multicultural environment, encompassing logistics coordination, employee onboarding facilitation, and office services management.
Proficient in utilizing standard office ICT tools, particularly Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint, along with experience in administrative or procurement systems.
Proficient in both verbal and written English communication, with a talent for crafting concise and effective internal documents and correspondence.
Highly organized, capable of handling multiple responsibilities, prioritizing tasks efficiently, and ensuring thorough follow-through to completion.
Maintaining meticulous records, organized filing systems, and updated databases with precision and keen attention to detail is essential.
Capable of managing responsibilities autonomously, addressing routine operational tasks efficiently, and referring complex issues to appropriate leadership as needed.
Experienced in collaborating effectively with varied teams and fostering constructive professional relationships with both internal colleagues and external partners.
Maintains strong interpersonal relationships through a service-oriented mindset when engaging with staff, guests, and external service providers.
Proficiency in process improvement initiatives is essential, involving the analysis of existing workflows and the facilitation of enhanced operational practices.
Proven expertise in leveraging administrative systems and process improvement methodologies to enhance workflow efficiency and operational performance.
Demonstrated ability to manage project coordination tasks, with expertise in monitoring project progress, adhering to deadlines, and maintaining accurate documentation.
Proficiency in procurement methodologies and the capacity to effectively utilize organizational systems and tools would provide a distinct competitive edge.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
