NS
Natural State
Operations Assistant for the Centre for Nature Economy at Natural State
KenyaFull TimeMid-Senior Level
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Natural State
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ROLE SUMMARY
The Operations Assistant is a practical, hands-on role supporting the day-to-day running of Natural State's Centre for Nature Economy. The postholder will undertake a wide range of operational tasks to help ensure the Centre is clean, well maintained, organised, safe, welcoming and functioning effectively. Responsibilities will span facilities maintenance, cleaning and housekeeping, accommodation preparation, access and visitor management, programme and event set-up, stock and inventory management, supplies and deliveries, vehicles and transport, hospitality support and general operational administration.
The role requires someone who is dependable, organised, resourceful and comfortable undertaking practical and physical work as well as maintaining accurate operational records.
The postholder will help ensure that the Centre's standard operating procedures, checklists and day-to-day operational controls are consistently followed.
The Operations Assistant will work closely with the Operations & Facilities Manager and wider Centre team, responding to operational needs as they arise and taking responsibility for completing assigned tasks to a high standard.
KEY RESPONSIBILITIES
Centre Operations, Access & Visitor Support
Support the smooth day-to-day operation of the Centre and ensure facilities are ready for staff, learners and visitors.
Carry out routine opening, closing and operational checks and promptly report or address issues.
Manage day-to-day access to Centre facilities, including the secure issue and return of keys and maintenance of the key register.
Ensure visitor, contractor and supplier sign-in and sign-out procedures are followed and the visitor log is kept accurate and up to date.
Receive and direct visitors, contractors, suppliers and deliveries and provide appropriate site information.
Complete required operational checklists, logs and records and follow established Centre SOPs.
Facilities Maintenance & Upkeep
Carry out routine checks of buildings, accommodation, equipment, grounds and essential facilities and identify maintenance requirements.
Undertake basic maintenance and minor repairs within the postholder's skills, including general repairs, minor painting, furniture repairs and replacement or adjustment of fittings.
Monitor water, electricity, sanitation and other essential facilities and promptly report faults.
Support planned and preventative maintenance and assist technicians and contractors undertaking specialist work.
Maintain tools, maintenance equipment and materials safely and in good order.
Maintain records of reported faults, maintenance requirements and completed work.
Cleaning, Housekeeping & Facility Preparation
Undertake cleaning and housekeeping of accommodation, classrooms, offices, bathrooms, communal areas and other Centre facilities.
Prepare and reset guest accommodation, including making beds, changing linen and replenishing supplies.
Prepare classrooms, meeting rooms and other spaces for training programmes, meetings, events and visitors, including arranging furniture and equipment.
Assist with laundry, linen management, waste management and general upkeep of Centre facilities and surrounding areas.
Support catering and hospitality activities, including setting up, serving, clearing and washing-up where required.
Maintain consistently clean, tidy and welcoming facilities.
Inventory, Stock, Stores & Supplies
This can absorb much of the duplication currently spread across sections 5, 6 and 10.
Maintain accurate and up-to-date inventory and stock records for Centre assets, equipment, consumables and supplies.
Receive and check deliveries, record stock received and issued, and ensure items are stored safely and appropriately.
Monitor stock levels and ensure replenishment requirements are identified in good time.
Carry out routine stock counts and support periodic inventory verification and reconciliation.
Ensure assets and equipment are appropriately recorded, labelled and accounted for and report missing, damaged or unserviceable items.
Maintain clean, secure and well-organised stores and storage areas.
Assist with approved local purchases, collections and deliveries and maintain relevant receipts and supporting documentation.
Vehicles, Transport & Operational Logistics
Support vehicle and transport arrangements for Centre activities and maintain required mileage, fuel and vehicle records.
Carry out routine vehicle checks and report faults, damage or servicing requirements.
Ensure Centre vehicles are clean, appropriately equipped and ready for approved use.
Where appropriately licensed and authorised, drive Natural State vehicles for approved operational activities.
Undertake operational errands, collections and deliveries and assist with moving people, equipment and supplies as required.
Support practical logistics for programmes, meetings, events and other Centre activities.
Safety, Procedures & General Operational Support
Follow and implement Centre SOPs, health and safety requirements, security procedures and operational checklists.
Identify and promptly report hazards, incidents, unsafe conditions, security concerns and other operational issues.
Help ensure emergency equipment, first-aid supplies and safety signage are available and report servicing or replacement requirements.
Maintain accurate operational records and update relevant inventory, asset, maintenance and other systems as required.
Work collaboratively with Centre staff, cleaners, chefs, security personnel, casual workers, contractors and service providers.
Work flexibly according to Centre requirements, including occasional early mornings, evenings and weekends.
Undertake other reasonable duties required for the effective operation of the Centre.
PERSON SPECIFICATION
Must Have
Experience
At least 2 years' relevant experience in facilities, maintenance, operations, housekeeping, hospitality, logistics or a similar practical role.
Experience carrying out practical maintenance and general facilities tasks.
Experience maintaining facilities to a high standard of cleanliness and presentation.
Experience handling stock, supplies, equipment or stores.
Experience maintaining basic operational records, registers or checklists.
Experience working in an environment requiring a flexible approach to different day-to-day tasks.
Knowledge & Skills
Good practical maintenance and basic repair skills.
Ability to use common hand tools and equipment safely.
Good cleaning and housekeeping skills with strong attention to detail.
Good organisational skills and ability to keep accurate records.
Ability to manage stock and maintain orderly storage areas.
Practical problem-solving skills and initiative.
Ability to identify maintenance and safety issues and escalate them appropriately.
Ability to follow SOPs, checklists and established procedures consistently.
Basic computer literacy, including email, spreadsheets and digital record-keeping systems.
Good communication and interpersonal skills.
Ability to undertake the physical requirements of the role.
Reliability, integrity and a strong sense of responsibility.
Fluency in English and Swahili.
Valid Kenyan driving licence and ability to drive confidently.
Education
Certificate, diploma or vocational qualification in building maintenance, facilities, electrical or plumbing works, hospitality, operations, logistics or another relevant field is desirable.
Candidates with strong relevant practical experience will also be considered**.**
Nice to Have
Experience working at a training centre, lodge, school, campus, research station, conservation facility or other multi-use site.
Practical skills across areas such as basic carpentry, plumbing, painting, electrical work or general repairs.
Experience with guest accommodation and hospitality.
Experience using digital stock, inventory, asset or maintenance-management systems.
Experience supporting events or residential programmes.
Basic first-aid, fire safety or occupational health and safety training.
Experience working at a rural or remote site**.**