Summary
Date Posted: Tuesday, May 17, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Overview
Duties and Responsibilities
Administration and Logistics
• Coordinate Office Administration: jointly supervise the Administrative Assistants to ensure that IPA’s offices are managed efficiently.
• Scheduling work assignments across administrative staff, setting priorities for the department.
• Lead performance planning and management for the administrative team.
• Take the lead on the Administration onboarding of new staff.
• Regularly update the administration and logistics documents, policies, and procedures. • Plan and Coordinate Administrative procedures and systems and devise ways to streamline processes. • Office Space allocation management.
• Organize and supervise office activities, including renovations, event planning, etc.
• Keep up with organizational changes and new developments to be able to support from the administrative front.
• Manage other IPAK Administrative Services: examples include travel, vehicle management, visitors’ logistics, and maintenance of internal IPAK communication systems such as the internal Management contact email list.
• Capacity building and training of the Admin team.
Finance and Procurement
• Developing and managing departmental Budget
• Monitor Administrative Staff invoice registers and ensures submission of invoices to the finance department in a timely manner.
• Auditing the invoice registers regularly to ensure contracted suppliers have been paid on time.
• In charge of compiling running costs across all IPA-K offices and allocating them to funding sources accordingly.
• Work with Procurement Associate in the procurement and management of all contracted suppliers and ensure they have valid contracts.
Security and Occupational Safety and Health
• Work with the HR and Senior Management to ensure that the organization is compliant with the Occupational Safety and Health Act provisions in terms of compliance; training, audits, and committee meetings. • Act as Liaison with other departments to ensure compliance with the Act.
• Screen incoming correspondence on the info-Kenya email and ensure critical and sensitive information flows to the appropriate persons in a timely manner, and follow up as needed.
• Close monitoring of the security environment, troubleshoot, explore, and adopt new and/or additional risk-mitigating safety and security measures, suggest and advise on implementation and adaptation.
• Support in providing updated strategic analysis of local political, and social context, analyze, and assess possible development and impact on current and new IPAK operations and environment.
• Act as a point of contact for staff to present their security and safety concerns to management in a formal (and if necessary confidential) way.
• Perform security orientation for all staff members, including orientation calls with international staff before they reach their duty station.
• Take lead in the development and annual revision of field office security plans, hereby fire, relocation-, hibernation-, compound, and location evacuation plans and SOPs, as well as give necessary feed into country security plan – Lead the revision and update of the IPA‐K Security Policy and management of the weekly planner and risk matrix.
• Update and maintain the internal system for communication in case of emergencies.
• Maintain appropriate systems and platforms for gathering security information (INSO, embassies, etc.), and represent the organizations in specific security forums.
• Guide, adapt and monitor the implementation of security procedures and regulations.
• Report and advise on repercussions for security breaches recorded.
• Coordinate monthly security round tables for all staff based in different regions/offices.
• Management of the internal safety and security email account.
• Oversee and guide management of security at the office.
• Journey management for high-risk areas in liaison with Procurement and other stakeholders.

Qualifications and experience:
Required
• Bachelor’s degree in a business-related field, preferably business Administration.
• At least 3 years of experience managing staff.
• Knowledge of working processes: procurement cycle, fleet management, etc.
• Experience implementing security policies, procedures, and protocols.
• Field-based security and crisis management experience.

Required skills, qualities, and attributes:
• Demonstration of strong leadership skills
• Excellent word, excel and mail merge skills
• Fluency in spoken and written English
• Excellent communication and interpersonal skills
• Team leader but collaborative
• Ability to prioritize among many pressing issues
• Ability to work with minimum supervision
Desired
• Previous experience in an international organization.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Interested and qualified? Go to Innovations for Poverty Action (IPA) on poverty-action.formstack.com to apply

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