Operations Officer at Fauna & Flora International

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