Operations Officer, Kenya

Country: Kenya

Organization: Fauna & Flora International

Closing date: 5 May 2023

Fauna & Flora International

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.

Africa Programme

Working closely with local partners, FFI’s Africa Programme currently supports operations in 13 countries in West, Central, East and Southern Africa, and is implementing a range of projects focused on both terrestrial and marine species and habitat conservation, biodiversity planning, protected area management, institutional development and capacity building, sustainable use and community-focused wildlife management initiatives.

To achieve its mission in Africa, FFI uses different approaches to work with and alongside local partners to focus on the sustainable use and management of natural resources as a means to effective conservation in the long-term. In all its projects in Africa, FFI seeks to:

• Build and support local partnerships with African conservation and community development organisations


• Strengthen institutions to bring sustainability and added value to projects


• Maintain long term presence and relationships


• Reconcile conservation goals with the needs of local people


• Incorporate sound science in decision-making

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.

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 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.

Terms and Conditions

Start Date: As soon as possible

Duration of Contract: 2 years

Probation Period: 6 months

Salary: USD 17,000 per annum

Location: FFI Office in Nairobi, Kenya. With travel to domestic project sites as required.

Benefits: 25 working days’ annual leave entitlement plus national public holidays observed in Kenya

Hours of Work: This is a full-time position, working 40 hours per week Monday to Friday inclusive. These hours may vary depending on the requirements of the job in the field.

Job Description

Job Title: Operations Officer, Kenya

Reporting to: Grants and Operations Manager, Kenya

Key Internal Relationships: Kenya Programme Staff (Kenya), Africa Programme Staff (UK), Programme Manager (Operations & Compliance), Africa (UK)

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


• Experience 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

FFI Values

Values underpin who we are and how we act. Just as values shape who we are as individuals, they define us as an organisation, creating the culture of success for which FFI is renowned. Our people exemplify our shared values, which are interconnected and interdependent:

• We act with integrity


• We are collaborative


• We are committed


• We are supportive & respectful


• We get things done

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.

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 interview will be contacted by email or telephone – please specify your preferred method of contact in your covering 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 short-listed 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: patrick.lelei@fauna-flora.org.

FFI values diversity and is committed to equality of opportunity