Project Associate at Food For Education

Position Overview:

The Project Associate is responsible for overseeing, coordinating, and supporting maintenance, repair, and expansion projects across multiple Decentralized kitchens across multiple counties in Kenya. Each kitchen is located within a school campus. Working under the guidance of the Project Manager, the Project Associate ensures that all project activities meet F4E’s safety, quality, and efficiency standards. As a mid-level leader, the Project Associate directly supervises Junior Facility Associates, providing training, guidance, and day-to-day direction while ensuring alignment with broader organizational goals.

Key Responsibilities:

Project Coordination & Execution

• Manage multiple school-based, decentralized kitchen facilities under the direction of the Project Manager.
• Plan and coordinate small- to medium-scale improvement projects and repairs, ensuring compliance with F4E’s design and safety standards.
• Develop clear project timelines, resource needs, and work plans, collaborating with architects, engineers, contractors, and the internal Expansion team.
• Conduct regular site visits to verify quality, monitor progress, and identify or mitigate risks, escalating significant issues to the Project Manager.

Facility Maintenance & Repairs

• Oversee routine maintenance and repair activities at decentralized kitchens—ensuring minimal disruption to school operations.
• Implement preventive maintenance strategies, guide staff on best practices, and coordinate with school administrators and contractors for timely repairs.
• Maintain documentation (permits, work orders, contracts, etc.) to ensure compliance with safety protocols and local regulations.

Team Leadership & Mentoring

• Supervise and mentor Junior Facility Associates, delegating tasks, overseeing performance, and ensuring clear communication of project objectives.
• Identify training gaps and coordinate upskilling or knowledge-sharing sessions to build technical expertise and foster a collaborative, high-performance environment.
• Model F4E’s ownership mentality by coaching direct reports in effective stakeholder management, problem-solving, and accountability.

Stakeholder Management

• Serve as a point of contact for school leadership, kitchen staff, and contractors at each decentralized kitchen location.
• Work closely with the community and operations team to support projects pertaining to kitchen set up etc.
• Maintain strong working relationships with internal teams (Community and, Operations) and external partners to facilitate efficient project delivery.
• Communicate regularly with the Project Manager and other senior stakeholders regarding milestones, budget updates, and potential challenges.

Budgeting & Cost Control

• Develop cost estimates for maintenance and minor construction projects, submitting detailed proposals to the Project Manager for approval.
• Track project expenditures against allocated budgets, identifying variances and recommending corrective measures to maintain financial efficiency.
• Ensure all procurement and contractual processes align with F4E policies and guidelines.

Quality Assurance & Risk Management

• Conduct quality checks on all ongoing facility projects, confirming adherence to defined specifications and standards.
• Maintain a risk register for assigned projects, anticipating potential issues (e.g., regulatory changes, material shortages) and taking action to mitigate them.
• Investigate and resolve or escalate non-compliance issues, ensuring timely correction and future prevention.

Reporting & Continuous Improvement

• Prepare routine status reports on project progress, facility conditions, and budget performance for the Project Manager.
• Document lessons learned and propose procedural enhancements to improve efficiency, reduce costs, and optimize overall project outcomes.
• Contribute to organizational best practices by sharing insights and innovations identified on the job.

Desired Candidate Profile

• A Bachelor’s degree in Civil or Mechanical Engineering.
• 3+ years of relevant experience in facilities management, construction oversight, or related project coordination roles.
• Demonstrated experience managing teams or direct reports, ideally in a fast-paced operational environment with limited supervision.
• Familiarity with working in a rural setting and or projects within a rural and remote environment is an added advantage .
• Familiarity with building codes, safety regulations, and local regulatory requirements in Kenya.
• Excellent project management skills, including project scheduling, stakeholder coordination, and resource allocation.
• Strong communication and leadership abilities, with a proven track record of collaborating across diverse teams.
• Proficiency in project management tools (e.g., MS Project, Trello) and standard office software.
• Commitment to F4E’s mission and values, with a mindset of continuous improvement and innovation.