Fauna & Flora International Operations Officer Jobs in Kenya

Fauna & Flora International Operations Officer Jobs in Kenya

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

How to Apply

Applications should consist of the following:

Covering letter explaining why you are applying, relating your experience and skills to the role

Full CV

Contact details for two referees (who will not be approached without your permission)
Applications should be submitted electronically to kenyajobs@fauna-flora.org.

Please mark your application ‘Operations Officer, Kenya’ and indicate in your covering letter where you saw the position advertised.

Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!