Job Description

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 programs in Kenya to maintain an effective and dynamic team that delivers impactful conservation action.

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, IT, human resources, or administrative tasks.

The successful candidate will be organized and flexible, efficiently managing and prioritizing 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.

Responsibilities:

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 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 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 practices 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 teams and attend FFI Kenya team meetings 

Requirements:

Education

• Undergraduate degree or equivalent in any business-related field
• Fluency in English and Swahili (spoken and written)

More Details on Experience

• 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 working with suppliers and contractors
• Experience in arranging travel logistics
• Some experience in providing administrative Human Resources support
• Experience in effective information storage, documentation, and retrieval of information
• 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 in coordinating an office move

More Details on Skills

• Exceptional organizational skills and impeccable attention to detail
• Skills in developing and maintaining databases
• Strong prioritization and time management skills
• Basic cash-handling skills within an organizational context are desirable
• Commitment to FFI’s mission and value
• 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 prioritize to meet deadlines
• Ability to think creatively and be a strong problem-solver
• Entitlement to live and work in Kenya (without employee sponsorship)
• Available to travel domestically when required

Terms And Conditions

Applications, consisting of a cover 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 as Operations Officer, Kenya.

The closing date for applications is 05 May 2023.

Interviews are likely to be held during the week commencing 15 May 2023. Candidates selected for an interview will be contacted by email or telephone – please specify your preferred method of contact in your cover letter and indicate where you saw the position advertised.

Regrettably, due to limited resources and the high number of applications we receive, we are only able to contact shortlisted candidates. If you do not hear from us within four weeks of the closing date, please assume that you have not been successful on this occasion.

Applicants with Disabilities

FFI encourages applications from individuals with a disability who are able to carry out the duties of the post. If you have special needs in relation to your application, please contact us on Tel: +254 (0) 715 795 359 or Email: at patrick.lelei@fauna-flora.org.