Fauna & Flora International Operations Officer Jobs in Kenya

Fauna & Flora International Operations Officer Jobs in Kenya

Fauna & Flora International (FFI) saves species from extinction and habitats from destruction, while improving the livelihoods of local people. Our guiding principles are to work with and alongside local partnerships, act as a catalyst for change, make conservation relevant, and base decisions on sound science. Founded in 1903, FFI is the world’s longest established international conservation body; our conservation work, and impact, spans the globe.

Kenya Programme

FFI has been championing wildlife conservation in Kenya in some shape or form since our foundation in 1903. Exactly a century later, we opened an office in Nairobi and established a formal country programme, and have been supporting local partners to protect key habitats and species.

In particular, we have played a crucial role in establishing a number of wildlife conservancies in northern Kenya that protect wildlife, and increasingly support our partners generate sustainable income from enterprise development that directly fund conservation efforts and support sustainable local livelihoods.

Beyond our terrestrial conservation programme, we are also supporting the efforts of communities in the North coast of Kenya to secure greater involvement in the management and husbandry of their marine resources.

The Opportunity

This is a truly exciting time to be joining FFI’s Kenya Programme as it evolves and grows. FFI is seeking an experienced Operations Officer to support the effective, transparent and legally compliant operations of the FFI Kenya offices.
The successful candidate will contribute significantly to the strengthening of internal systems and identifying how we can improve operational processes that enable FFI programmes in Kenya to maintain an effective and dynamic team that delivers impactful conservation action.

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 FFI can improve operational processes.

It will also coordinate and provide administrative support to a variety of operational functions across the organisation such as logistics, IT, human resources or administrative tasks ensuring the smooth operations of the FFI Kenya offices and wider programme.

Specific Duties:

Office Administration

Proactively ensure that the FFI 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 FFI Kenya office are in place and communicated to staff

Fund Management

Keep a track of timesheet charges on all FFI 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 FFI’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

IT Support

Support the UK IT Team by updating the IT equipment, arranging repairs and IT supplies inventories when required

Act as an IT Focal Point for the office, liaising with the UK IT 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 IT 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 FFI and donor regulations.

Assist with the management of FFI vehicles in line with FFI 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 FFI Africa and FFI Kenya team and attend FFI 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

Minimum 3 years of experience in a similar operational role supporting multiple functions

Previous experience in office administration including health and safety, procurement of goods and insurance

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

Undergraduate degree or equivalent in any business-related field

Experience working with an I/NGO

Ability to carry out data management and update online data storage systems

Understanding of international travel logistics

xperience of coordinating an office move

Behavioural qualities

Essential

Commitment to FFI’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

Entitlement to live and work in Kenya (without employee sponsorship)

Available to travel domestically when required

How to Apply

Applications, consisting of a covering letter explaining why you feel you should be considered for this post, a full CV (tailored to the role as advertised, highlighting relevant experience and achievements) and contact details for two referees (who will not be contacted without your permission) should be sent to kenyajobs@fauna-flora.org

Please mark your application Operations Officer, Kenya.

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