Graduate Trainee – Business Optimisation Services NGO Job SFA Foundation Nairobi, Kenya

This position is designed as a developmental learning opportunity for a highly motivated graduate seeking exposure to business process management, policy and procedure coordination, quality management, document and records management, and project support within the SFA Foundation.

Under the guidance and supervision of the Business Optimisation Services team, the Graduate Trainee will support day-to-day coordination, documentation, analysis, follow-up, and administrative activities that enable BOS to deliver structured support to departments across the Foundation.

The role provides structured hands-on exposure to process mapping, process improvement, requirements documentation, policy and standard operating procedures (SOPs) coordination, quality review activities, service catalogue development, project documentation, and user acceptance testing support. The trainee will contribute to background research, meeting coordination, drafting, records updates, action tracking, and preparation of internal knowledge products that support operational excellence.

This position is intended for a candidate with a strong interest in business analysis, process improvement, organisational effectiveness, project coordination, and digital transformation who is eager to build foundational professional skills, apply analytical thinking in a guided environment, and progressively develop competencies in business optimisation.

SFA Foundation is committed to fostering a culture grounded in Respect, Accountability, Diversity, Equity & Inclusion (DE&I), and Excellence. We seek individuals who embody these values in their work and interactions.

Key Responsibilities

• Learn and support the documentation of business processes by assisting in capturing process steps, roles, inputs, outputs, timelines, risks, controls, and improvement opportunities under close supervision.
• Assist in preparing process maps, swimlane diagrams, process narratives, RACI matrices, and related BPM documentation using approved BOS templates and standards.
• Support coordination of process review sessions, workshops, and validation meetings, including scheduling, preparing materials, taking notes, documenting feedback, and tracking action points.
• Support the maintenance of the organisational process inventory, document tracker, service catalogue tracker, and related BOS registers to ensure records are accurate, complete, and up to date.
• Assist in policy, SOP, framework, guideline, and template coordination activities, including updating registers, tracking review status, following up with document owners, and supporting version control.
• Learn how to review documents for completeness, consistency, alignment to approved templates, and basic quality checks before escalation to relevant owners or approvers.
• Support quality management activities by assisting in the preparation of checklists, review tools, quality logs, improvement trackers, lessons learnt summaries, and feedback analysis.
• Assist in gathering, organising, and synthesising information from departments to support business case development, requirements gathering, system enhancement requests, and process improvement initiatives.
• Support project coordination activities for BOS-supported initiatives, including meeting coordination, action tracking, issue logging, risk updates, document filing, and preparation of status update inputs.
• Participate in user acceptance testing support activities by assisting with test script preparation, test evidence compilation, issue logs, and user acceptance testing (UAT) summary documentation under guidance.
• Support the organisation and management of BOS information and records using approved internal repositories, naming conventions, filing structures, and document control practices.
• Contribute to internal knowledge products such as summaries, presentations, briefing notes, dashboards, reports, and lessons learnt documents related to BOS initiatives.
• Actively participate in structured learning, mentoring, feedback sessions, and continuous improvement discussions, and progressively apply acquired knowledge and skills in day-to-day tasks.

Qualifications

• Bachelor’s degree in business administration, Business Information Technology, Information Systems, Project Management, Operations Management, Quality Management, Public Administration, Development Studies, or a related field.

Professional Qualifications

• Any relevant field.

Experience

• No prior work experience is required. Internship, volunteer, academic project, or attachment experience in business analysis, project coordination, process documentation, operations support, research, administration, or digital transformation will be an added advantage

Knowledge, Skills and Attributes

• Strong research, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organisational and coordination skills, with the ability to follow through on assigned tasks.
• Interest in business process management, policy and procedure coordination, quality improvement, project support, and digital transformation.
• Ability to synthesise information and produce clear summaries, meeting notes, and structured documentation.
• Ability to manage multiple tasks, meet timelines, and ask for clarification when required.
• Professionalism, discretion, and respect for confidential organisational information.

Leadership Competencies

• Demonstrates curiosity, openness to feedback, and ability to apply new knowledge.
• Takes responsibility for assigned tasks and meets deadlines reliably.
• Communicates clearly and professionally with colleagues and stakeholders.
• Collaborates effectively and contributes positively to team objectives.
• Shows developing ability to analyse information and support problem-solving.
• Adjusts to changing environments and proactively supports tasks and learning.

How to Apply

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