Fauna & Flora International Operations Officer Jobs in Kenya

Fauna & Flora International Operations Officer Jobs in Kenya


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


  • 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



  • Exceptional organisational skills and impeccable attention to detail

  • Skills in developing and maintaining databases

  • Strong prioritisation and time management skills


  • Basic cash handling skills within an organisational context

    Knowledge and experience


  • 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


  • 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!

  • Click here to post comments

    Join in and write your own page! It's easy to do. How? Simply click here to return to Africa Jobs.