• This role will suit someone who has experience coordinating operational responsibilities in a fast-paced setting but is equally at home providing administrative support as they respond to a variety of operational needs such as logistics, ICT, human resources or administrative tasks.
• The successful candidate will be organised and flexible, efficiently managing and prioritising a varying workload with a hands-on approach that they are willing to apply to all tasks. They’ll have strong administrative skills, excellent verbal and written communication skills and a keen eye for detail. Most importantly, they’ll be a team player willing to learn and bring a positive, enthusiastic attitude with a proactive, can-do approach.

Purpose:

Under the guidance of the Grants and Operations Manager, Kenya the Operations Officer will contribute significantly to the strengthening of internal systems and identifying how Fauna & Flora can improve operational processes. It will also coordinate and provide administrative support to a variety of operational functions across the organisation such as logistics, ICT, human resources or administrative tasks ensuring the smooth operations of the Fauna & Flora Kenya offices and wider programme.

Specific Duties:

Office Administration

• Proactively ensure that the Fauna & Flora Kenya office functions well and efficiently, managing relationships with suppliers and contractors and obtaining required quotations for the- purchasing of goods and services
• Develop and maintain a database of key suppliers and contractors
• Order stationary and other office supplies as required, proactively identifying needs before they arise; maintaining an inventory of office supplies for monitoring purposes.
• Act as the point of contact with the landlord and ensure the office is well maintained, including liaising with the landlord on cleaning, recycling and any maintenance issues
• Assist with coordinating and managing any office relocations
• Processing and distributing incoming post, managing the dispatch of the outgoing post with couriers, and managing our courier accounts
• Support the development of operational policies and procedures, and ensure these are kept up-to-date and communicated to all staff
• Ensure relevant health and safety requirements related to the Fauna & Flora Kenya office are in place and communicated to staff

Fund Management

• Keep a track of timesheet charges on all Fauna & Flora Kenya funds and ensure that staff time is fully charged in time for donor financial reporting
• Liaise with the Programme Manager (Operations and Compliance), Africa to ensure all timesheet trackers for Kenya programme staff are up to date and being followed

Legal and Insurance compliance

• Ensure that all relevant legal documents and insurances such as office insurance, rental agreements, business permits and vehicle insurance are in place, renewed in a timely manner and any relevant documents and appropriately filed.

Human Resources

• Provide administrative support to the recruitment of new team members including, but not limited to;
  • managing the recruitment folders
  • advertising the positions
  • preparing interview grids
  • arranging the logistics for interviews
  • facilitating feedback to candidates
  • reference checking
  • liaising with the UK HR team as necessary
• Support the onboarding of new starters, including facilitating the induction process and ensuring new starters complete the required courses on Mangrove
• Ensure the personnel documents are accurately and confidentially filed and in accordance with any data protection compliance requirements
• Support the processing of leavers, coordinating exit interviews and liaise with the UK ICT team as necessary, in adherence to Fauna & Flora’s policies and procedures
• Maintain key programmatic documentation such as team organograms and electronic staff contact details and distribution lists
• Support the development of Human Resource policies and procedures and related forms, and ensure these are kept up-to-date and communicated to all staff

ICT Support

• Support the UK ICT Team by updating the ICT equipment, arranging repairs and ICT supplies inventories when required
• Act as an ICT Focal Point for the office, liaising with the UK ICT Team to support when implementing and embedding new systems, processes and updates
• Maintain an organised and effective filing structure within the internal SharePoint sites where relevant
• Liaising with the UK ICT Team to ‘purchase genuine software’
• Facilitate data management, record keeping and use of cloud storage systems related to office administration

Logistics and Meeting Support

• Ensure local, national and international procurement practises are compliant with Fauna & Flora and donor regulations.
• Assist with the management of Fauna & Flora vehicles in line with Fauna & Flora policies and procedures; ensure appropriate allocation and safe use of vehicles, ensure servicing and maintenance schedules are adhered to
• Support the development and maintenance of any relevant office vehicle forms and templates
• Support with planning and running internal events and meetings, arrange venues, accommodation and refreshments for internal meetings if required
• Facilitate travel arrangements for internal events, meetings and field visits including obtaining quotes, making bookings and assisting with visa applications

Other

• Undertake any other duties commensurate with skills and experience as requested by the Grants and Operations Manager, Kenya
• Work as an active member of the Fauna & Flora Africa and Fauna & Flora Kenya team and attend Fauna & Flora Kenya team meetings

Person Specification

Skills

Essential

• Exceptional organisational skills and impeccable attention to detail
• Skills in developing and maintaining databases
• Strong prioritisation and time management skills

Desirable

• Basic cash handling skills within an organisational context

Knowledge and experience

Essential

• Undergraduate degree in a business-related field
• Minimum 3 years of experience in a similar operational role supporting multiple functions
• Experience in procurement of goods and services
• Previous experience in office administration including health and safety
• Experience providing logistical support in convening meetings and events
• Experience of working with suppliers and contractors
• Experience of arranging travel logistics
• Some experience of providing administrative Human Resources support
• Experience in effective information storage, documentation and retrieval of information
• Fluency in English and Swahili (spoken and written)
• Confident and proficient in the use of MS Office especially Excel

Desirable

• Experience working with an I/NGO
• Ability to carry out data management and update online data storage systems
• Understanding of international travel logistics
• Experience of coordinating an office move

Behavioural qualities

Essential

• Commitment to Fauna & Flora’s mission and values
• Ability to work under pressure and to deal with challenges in a calm, positive, proactive and constructive way
• Excellent people skills and enjoys working as a team to achieve results
• Ability to use initiative and drive things forward independently
• Flexible, with the ability to multi-task and prioritise to meet deadlines
• Ability to think creatively and be a strong problem-solver

Other

Essential

• Entitlement to live and work in Kenya (without employee sponsorship)
• Available to travel domestically when required