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  • Posted: Apr 15, 2024
    Deadline: Apr 28, 2024
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    Fauna & Flora International (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, since when we 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 while also supporting sustainable local livelihoods.
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    Operations Officer, Kenya

    • 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, ICT, 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.

    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 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

    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 Fauna & Flora Africa and Fauna & Flora Kenya team and attend Fauna & Flora 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

    • 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

    Desirable

    • 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 Fauna & Flora’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

    Essential

    • Entitlement to live and work in Kenya (without employee sponsorship)
    • Available to travel domestically when required

    go to method of application »

    Technical Specialist, Enterprise Development, Kenya

    • You will feed into Fauna & Flora’s global enterprise work with support from our Enterprise & Finance technical staff in the People & Nature team. You will have a proven track record in development of innovative and successful conservation enterprise within Kenya. You will have excellent understanding of tailor-made, up-to-date responses that address today’s barriers to sustainable conservation enterprise in Kenya and experience with non-profit conservation organisations.
    • You will demonstrate capacity in strategic and analytical thinking; excellent written and verbal communication skills, the ability to work and deliver within a diverse and multidisciplinary team, proposal writing, project management and donor reporting.

    Purpose:

    • The Technical Specialist, Enterprise Development will work with Fauna & Flora staffs and partners to develop a portfolio of nature-positive enterprises in diverse sectors (tourism, agriculture, fisheries) that have clear biodiversity and social impacts, enhancing financial resilience of conservation action within priority Kenya projects as directed by the Country Manager, and supported by the cross-cutting Enterprise & Finance technical staff from the People & Nature team.
    • Ensuring all approaches support the delivery of the Fauna & Flora Strategy and Business Plan, this role will identify current and emerging themes relating to enterprise development concerning conservation in Kenya and will both enable and implement Fauna & Flora’s and Fauna & Flora partner’s responses through high quality and collaboratively developed projects and funds.

    Specific Duties:

    Technical

    • Provide technical input on enterprise development components of Fauna & Flora projects in Kenya.
    • Undertake research and analysis on markets, partners, costs, revenues, compliance requirements, enabling environments and other topics related to conservation enterprise.
    • Track emerging opportunities for conservation enterprises in diverse sectors including tourism, agribusiness, fisheries and renewable energy.
    • Undertake feasibility assessments of new products and ventures.
    • To write business models, including strategy and planning for nature-positive enterprises and projects, and in collaboration with conservation and private sector partners and Fauna & Flora colleagues.
    • Develop financial models to align with business models and demonstrate financial viability and sustainability of nature-positive enterprises and projects.
    • Collaborate with Enterprise and finance specialists in the SAGE team on the development of legal ownership models and structures for enterprises.
    • Collaborate with enterprise and finance specialists in SAGE team on the development of investment and fundraising pitches
    • Facilitate supply chain development including documentation, certification, promotion and engagement with buyers.
    • Facilitate engagement with wider market system actors using value chain development and Participatory Market Systems Development (PMSD) and other relevant approaches.
    • Design and deliver biodiversity impact models and metrics, and monitoring and evaluation plans, relevant to enterprise development.
    • Working closely with the Technical Specialist, Livelihoods and Governance (Kenya),
      • ensure the business models developed have clear social benefits, and gender and social equity are carefully considered during design and implementation
      • develop robust governance structure for the enterprise, clarifying membership rules, ensuring equitable benefit sharing agreements, participation of women and men in the conservation enterprise

    Project Management & Development

    • Identify potential private sector partners and sources of funding relevant to enterprise development.
    • Manage the local implementation and delivery of Fauna & Flora’s commitments within specific projects as directed by the Country Manager.
    • Ensure full compliance with Fauna & Flora protocols, policies and procedures, ensuring work is done to high quality and within fund budgets.
    • Undertake specific fund management responsibilities where appropriate, including:
    • Lead Fauna & Flora and donor technical report writing and editing, coordinating the inputs of team members, cross-cutting teams, specialists and partners, ensuring accurate and timely technical reports as per Fauna & Flora and donor requirements
    • Ensure all funding proposals and resulting contracts and grant agreements are appropriate to, and comply with, Fauna & Flora operating standards, the Fauna & Flora Delegation of Authority (DoA), and implementation context within the region.
    • Delivery of grant funded projects within time-frames and budgets.
    • Manage project inputs from relevant technical and operational staff and consultants, and implementing partners, ensuring appropriate contracts are in place where relevant.
    • Ensure that project monitoring and evaluation is in place and fit for purpose, working with Fauna & Flora team (in Kenya and in Cambridge) to review results and adapt project implementation as required.
    • Be responsible for fund finances and ensure all expenditure complies with donor and Fauna & Flora regulations, Fauna & Flora’s DoA, and Kenyan laws.
    • Management of cash flow for relevant activities and accountability of funds, including required finance planning and reporting
    • Prepare project financial reports, with support from the Finance Business Partner, East Africa and ensure timely, high quality and accurate technical, operational and financial funder and institutional reporting
    • Ensure the regular back-up and appropriate storage of all project data and financial records, in line with in-country and donor auditing requirements, internal and donor reporting requirements, and ensuring there is sufficient detail for overall institutional auditing of Fauna & Flora. Under the guidance of the Country Manager provide active input and support, and when appropriate lead, new project development

    Communications and Representation

    • Develop and collaborate on training materials including documentation, talks and lectures.
    • Develop and collaborate on articles, guidelines, briefing papers, templates etc.
    • Provide training and mentoring on enterprise development to partners and communities.
    • Contribute to a global Community of Practice on nature-based enterprise development as well as national and regional forums, networks and events.

    Other

    • Work as an active member of the wider Africa team and attend Africa team meetings and work planning sessions as required.
    • Provide technical input, where appropriate and requested, on other work undertaken by the SAGE, Kenya and Africa programme.
    • With agreement of the Country Manager perform any other tasks that may be requested from time to time, which are appropriate to the roles, skills and experience, and relevant to the scope of this role.

    Person Specification

    Skills

    Essential

    • Excellent project management skills
    • Excellent analytical skills
    • Ability to successfully negotiate with diverse audiences
    • Excellent information organisation and presentation skills
    • Strong prioritisation and time management skills
    • Ability to lead and manage both decisions and people, in line with other decision makers, in high stress environments

    Desirable

    • Business impact measurement, costing, marketing and sales plan, investment pitches and risk assessments skills
    • Ability to support community owned conservation enterprises develop business plans and provide business sustainability mentorship to the enterprises

    Knowledge and experience

    Essential

    • Undergraduate level qualification or equivalent in economics, business management, tourism or rural development or related disciplines.
    • Excellent written and ‘spoken Swahili and English
    • Demonstratable knowledge of at least one of the following sectors: sustainable fisheries, agriculture/agroforestry/livestock value chains
    • Knowledge of value chain analysis
    • Track record of setting up tourism-based enterprises that generate funds for species conservation and local community development.
    • Proven track record in conducting market research
    • Demonstrable experience in project management
    • Previous experience working for an I/NGOs in rural entrepreneurship/ enterprises development.

    Desirable

    • MBA or Advanced degree in business-related discipline
    • Private sector experience in agribusiness or tourism or seafood sector
    • Experience working for a startup enterprise
    • Knowledge of market system development approaches. Experience in developing inclusive finance models (such as eco-credits, Village Savings and Loan Associations) and micro-insurance
    • Experience working in international conservation NGOs or organization in enterprise development.
    • Experience reporting to multiple managers or projects

    Behavioural qualities

    Essential

    • Demonstrates Fauna & Flora’s values
    • Team player, with ability to seek out views of others and build positive working relationships
    • Ability to work to multiple deadlines
    • Impact-focused
    • Well-organised with a strong attention to detail
    • Ability to self-motivate
    • Ability to work within a multi-cultural environment
    • Ability to work under pressure and to deal with challenges in a positive and constructive way
    • Commitment to working in a collaborative manner, sharing information and learning
    • Commitment to organisational and legal compliance, and responsible management of donor funds

    Other

    • Entitlement to live and work in Kenya (without employee sponsorship)
    • Available to travel domestically and/or internationally, and work occasional evening and weekend hours

    Method of Application

    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. The closing date for applications is 17th April 2024. Interviews are likely to take place during the week commencing 29th Apr 2024.
    • Please mark your application ‘Technical Specialist, Enterprise Development, Kenya’ and indicate in your covering letter where you saw the position advertised. The closing date for applications is 28th April 2024. Interviews are likely to take place during the week commencing 20th May.

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