Operations Officer at Fauna & Flora International

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); Fauna & Flora International (FFI) has been championing wildlife conservation in Kenya in some shape or form since our foundation in . 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. 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 servicesDevelop and maintain a database of key suppliers and contractorsOrder 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 issuesAssist with coordinating and managing any office relocationsProcessing and distributing incoming post, managing the dispatch of the outgoing post with couriers, and managing our courier accountsSupport the development of operational policies and procedures, and ensure these are kept up-to-date and communicated to all staffEnsure 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 reportingLiaise 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 foldersadvertising the positionspreparing interview gridsarranging the logistics for interviewsfacilitating feedback to candidatesreference checkingliaising 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 MangroveEnsure the personnel documents are accurately and confidentially filed and in accordance with any data protection compliance requirementsSupport the processing of leavers, coordinating exit interviews and liaise with the UK ICT team as necessary, in adherence to FFI’s policies and proceduresMaintain key programmatic documentation such as team organograms and electronic staff contact details and distribution listsSupport 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 requiredAct as an IT Focal Point for the office, liaising with the UK IT Team to support when implementing and embedding new systems, processes and updatesMaintain an organised and effective filing structure within the internal SharePoint sites where relevantLiaising 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 toSupport the development and maintenance of any relevant office vehicle forms and templatesSupport with planning and running internal events and meetings, arrange venues, accommodation and refreshments for internal meetings if requiredFacilitate 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, KenyaWork as an active member of the FFI Africa and FFI Kenya team and attend FFI Kenya team meetings Person SpecificationSkillsEssential Exceptional organisational skills and impeccable attention to detailSkills in developing and maintaining databasesStrong prioritisation and time management skills Desirable Basic cash handling skills within an organisational context Knowledge and experienceEssential Minimum 3 years of experience in a similar operational role supporting multiple functionsPrevious experience in office administration including health and safety, procurement of goods and insuranceExperience providing logistical support in convening meetings and eventsExperience of working with suppliers and contractorsExperience of arranging travel logisticsSome experience of providing administrative Human Resources supportExperience in effective information storage, documentation and retrieval of informationFluency 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 fieldExperience working with an I/NGOAbility to carry out data management and update online data storage systemsUnderstanding of international travel logisticsExperience of coordinating an office move Behavioural qualitiesEssential Commitment to FFI’s mission and valuesAbility to work under pressure and to deal with challenges in a calm, positive, proactive and constructive wayExcellent people skills and enjoys working as a team to achieve resultsAbility to use initiative and drive things forward independentlyFlexible, with the ability to multi-task and prioritise to meet deadlinesAbility to think creatively and be a strong problem-solver