Key Accountabilities
As a member of our team, you will be responsible for delivering high-quality results in alignment with organizational objectives. Your duties will include overseeing project execution, ensuring adherence to timelines, and maintaining clear communication with stakeholders. Additionally, you will collaborate with cross-functional teams to drive innovation and resolve operational challenges. The role demands strong analytical skills, proficiency in relevant tools, and the ability to prioritize tasks effectively in a fast-paced environment. You will also be expected to provide strategic guidance, monitor performance metrics, and contribute to continuous improvement initiatives.
This position facilitates the seamless execution of research and development initiatives by guaranteeing the punctual and streamlined delivery of project and administrative support services, thereby enhancing operational efficiency through consistent workflow oversight, proactive resolution of routine operational challenges, and assistance with procurement, requisitions, and risk management protocols. In this capacity, the individual will:
Ensure service level agreements are consistently kept up to date to reflect current standards and commitments.
Support the implementation of projects on a day-to-day basis by overseeing work plans, monitoring deliverables and milestones, facilitating cross-team collaboration, and ensuring accurate maintenance of project documentation, technical reports, dashboards, and donor submissions.
The role involves assisting with project budgeting, financial oversight, compliance with audit standards, and proposal formulation, alongside collaborating with administrative units at World Fish Headquarters and the Finance team. Additionally, the position includes responsibilities for monitoring activities, evaluating outcomes, documenting results, capturing lessons learned, and identifying opportunities for process enhancements.
Offer project management assistance for research and development initiatives by establishing and tracking timelines, budgets, and performance standards.
Aid in the preparation of risk assessments documentation, encompassing implementation strategies and subsequent follow-up procedures.
Craft and disseminate internal communication materials tailored to staff members in Nairobi and Mombasa, ensuring they are fully informed about administrative processes, policies, initiatives, activities, and performance metrics.
Procurement of essential goods and services, such as office supplies, will be managed with efficiency and precision to ensure seamless operations.
The logistics for meetings and workshops must be coordinated and managed, while all required documentation is prepared and reviewed. Active participation in meetings and workshops is also required, as applicable.
Prepare, examine, and validate general correspondence, checks, and related documentation, while overseeing their timely dispatch.
Prepare and submit requisitions for staff and service providers through the INRI OCS and World Fish OCS systems.
Create and manage filing systems and databases as required, ensuring organization, accessibility, and efficiency in data storage and retrieval processes.
Professionally manage and coordinate appointment schedules, ensuring timely follow-ups, while courteously addressing visitors, incoming calls, and various inquiries with efficiency and professionalism.
Deliver comprehensive onboarding sessions for new employees at the Nairobi and Mombasa offices, ensuring all required documentation is promptly submitted to the INRI liaison office to support the activities of international staff. Collaborate closely with INRI’s Human Resources and Information and Communication Technology departments to arrange the essential services that enable staff to effectively perform their assigned duties.
Engage in enhancement initiatives for existing systems by assessing and recording current processes, evaluating audit results, gathering and interpreting input from relevant stakeholders, recommending improved system designs, and establishing and tracking implementation strategies.
Investigate and address routine issues independently, ensuring thorough resolution, and escalate unresolved matters in a timely and structured manner according to established protocols.
Execute all additional responsibilities and tasks pertinent to the role as needed.
Requirements
A bachelor’s degree in a relevant field, such as Business Management or Program Management, along with a minimum of two years of applicable experience, is required. Alternatively, candidates with a diploma in a relevant field and at least five years of relevant experience may also be considered.
Professional experience in an office setting, ideally including exposure to international, non-profit, or multinational organizations, is required.
Seasoned professionals with a proven track record in overseeing projects or programs—ideally within research-driven or donor-funded settings—are encouraged to apply.
Proven track record in accounting practices, with extensive hands-on experience in financial management, reporting, and compliance. Possesses a strong foundation in GAAP (Generally Accepted Accounting Principles) and IFRS (International Financial Reporting Standards), along with proficiency in accounting software and ERP systems. Exhibits meticulous attention to detail and a commitment to accuracy in financial documentation and analysis.
Skilled in delivering comprehensive administrative and operational support within a dynamic, multicultural environment, with expertise in managing logistics, facilitating onboarding processes, and overseeing office services.
Proficient in utilizing standard office information and communication technology (ICT) tools, such as Microsoft Office applications (Word, Outlook, Excel, PowerPoint), along with a working understanding of administrative or procurement systems.
Proficient in English verbal and written communication, with a strong aptitude for crafting concise and coherent internal communications and professional correspondence.
Highly organized, capable of managing numerous tasks simultaneously, prioritizing efficiently, and ensuring all responsibilities are fulfilled to completion.
Proven ability to manage records, filing systems, and databases with precision and meticulous attention to detail is required.
Capable of functioning autonomously while managing routine operational tasks and promptly escalating issues as needed.
Skilled in collaborating effectively with cross-functional teams and cultivating constructive relationships with both internal colleagues and external partners.
Effectively interacts with staff, visitors, and service providers in a professional and courteous manner, fostering strong working relationships through a service-oriented mindset.
Reviewing workflows and contributing to the implementation of enhanced processes are integral components of process improvement initiatives in which you will engage.
Demonstrated proficiency in administrative systems and methodologies for process improvement to enhance workflow efficiency.
Seeking a candidate with proven project coordination abilities, specifically in managing task progress, adhering to timelines, and maintaining thorough documentation.
Proficiency in procurement methodologies and adaptability to diverse organizational systems and tools are highly desirable qualifications.
Qualifications
BA/BSc/HND , Diploma
Experience Required
2 - 5 years
