Job Title: Office
Manager / Operations Associate
Start Date: As soon as possible
Location: IPA‐Kenya Nairobi Office
Reporting To: IPAK Operations Manager
Introduction
Innovations for Poverty Action (IPA) is a rapidly growing, global non‐profit organization with operations in over 40 countries. We are dedicated to discovering what works to help the world’s poor. We design and evaluate programs in real contexts with real people and provide hands‐on assistance to bring successful programs to scale.
IPA‐Kenya (IPAK) is IPA’s oldest and largest country office and the site
of many of its most influential research projects. IPAK is also the site of
IPA’s largest scale‐up initiatives including Kenya’s National School‐Based Deworming
Programme and Safe Water Programme.Start Date: As soon as possible
Location: IPA‐Kenya Nairobi Office
Reporting To: IPAK Operations Manager
Introduction
Innovations for Poverty Action (IPA) is a rapidly growing, global non‐profit organization with operations in over 40 countries. We are dedicated to discovering what works to help the world’s poor. We design and evaluate programs in real contexts with real people and provide hands‐on assistance to bring successful programs to scale.
IPAK collaborates with many international NGOs, academic institutions, government agencies, private sector actors and other stakeholders to bring high quality research and services to Kenya and then bring the lessons learned to scale.
The IPA‐Kenya office was established in 2003 in Western Kenya and now employs over 200 people.
IPAK has recently expanded its country‐wide operational presence in November 2011 by opening a new administrative office in Nairobi.
The Office Manager / Operations Associate will create and manage operational and logistical systems in the new Nairobi office that will serve the needs of various projects and the organization as a whole.
The OM/OA will take a leadership role in the Nairobi office in managing the flow of information and people, ensuring efficient use of office space, and promoting compliance with IPA policies and systems.
The Office Manager / Operations Associate will be responsible for managing at least one administrative assistant, and will report directly to national‐level senior management.
Job Purpose
Play a leadership role in IPA‐Kenya’s Nairobi office by creating and maintaining an office environment and operational systems that promote the productivity and effectiveness of the project teams, new employees, and visitors.
Specific Responsibilities
Strategic Management Tasks
- Develop
and implement operational and logistics systems for a new office that
allow for effective use of the space and resources, while creating a
positive and professional work environment
- Manage
the process of bringing new team members to work in the office, and create
systems for flexible use of the office
- Research
key vendors and other service providers. Establish effective systems that
support lasting engagement with service providers, vendors and other
external companies or organizations
- Coordinate
tasks related to office set‐up in a cost efficient way
Relationship Management
- Communicate
regularly with IPAK staff at the national headquarters in Kisumu
- Liaise
effectively and create systems of communication with partner NGOs in
Kenya, academic partners, visiting experts and professionals
- Develop
relationships with service providers and other vendors in Nairobi and
surrounding areas
Logistics
- Implement
IPAK’s procurement system in Nairobi, including vendor payment and
preferred supplier identification, and manage procurement system
compliance and record‐keeping in the Nairobi office
- Work
with IPAK’s finance and procurement teams to research prices and purchase
office supplies and small equipment
- Oversee
payments to vendors and management of petty cash
- Work
with IPAK’s logistics and administrative teams to coordinate bookings,
travel arrangements, and transport for management, staff, and visitors.
Create operational systems for management and tracking of such
arrangements
- Support
management of vehicles and transportation in Nairobi and surrounding areas
- Assist
with organizing special events
Human Resources
- Coordinate
the on‐boarding of employees
working for the first time from the Nairobi office, including setting
up office space and equipment, providing relevant information, and other
relevant responsibilities
- Provide
training and orientation for new staff
- Maintain
confidential records and files, and enter data into the HR databases
- Update
and maintain a filing system for leave days taken
- Collect
information needed from IPAK employees for personnel files
General Administrative Tasks
- Compose
and edit office correspondence
- Disseminate
information by using the telephone, mail services and e‐mail
- Establish
and maintain filing systems, including a system to keep all updated IPAK
documents and forms for easy access and use by office staff
- Create
spreadsheets and reports for internal use to track the use of certain
resources
- Conduct
research on the internet to assist management in decision‐making about various
organizational matters
- Set
up, operate and monitor ongoing functionality of office equipment
Qualifications
Experience:
Experience:
- 5+
years experience working in a coordination or management role in a public,
nonprofit or private sector office
- Fluent
in English and Swahili
- Computer
skills necessary include: thorough knowledge of Microsoft Word, Excel,
PowerPoint, Internet/Email
- Mature
and professional composure
- Some
experience in financial tasks including making vendor payments, handling
petty cash
- Experience
working with vendors
- Proven
ability to set direction through strategic and analytical thinking and
decision making
Knowledge and Skills
- High
level of attention to detail
- Proven
organization skills
- Effective
communication, verbal and writing skills
- Strong
critical thinking and judgment skills
- Strong
ability to develop relationships with a diverse team
- Clear
understanding of the local Kenyan working environment (culture, people,
geography, etc.), ablility to leverage that knowledge to help the team
make good decisions about operations and program management
Desirable Characteristics
- Eagerness
to develop personally/professionally, willingness to learn, develop new
skills, and take on more responsibilities
- Openness
to working in a flexible work environment with fast evolving systems and
procedures.
- High
level of initiative in improving the organization’s working environment
- Integrity
– the Operations Manager will have significant programme responsibilities,
access to sensitive HR information and some financial responsibilities. As
such, the highest level of integrity will be demanded.
To Apply
Applications can be submitted via email to jobs‐kenya@poverty‐action.org.
Please ensure the subject line reads “Office Manager/Operations Associate Ref No. FK‐2011‐11‐01”.
Please attach the following documents:
Applications can be submitted via email to jobs‐kenya@poverty‐action.org.
Please ensure the subject line reads “Office Manager/Operations Associate Ref No. FK‐2011‐11‐01”.
Please attach the following documents:
- Cover
letter explaining interest in the position and fit for the role
- CV/resume,
including three references, daytime phone number(s), and email address.
- Your
CV should include your scores or grades and other measures of academic
achievement, and details about any relevant work experience.
Applicants are encouraged to apply early, as applications will be reviewed on a rolling basis.
The application deadline is 23 November, 2011.
Disclaimer:
The above statements are intended to describe the general nature and level of the work being performed by the Office Manager/Operations Associate.
The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities.
Management reserves the right to amend and change responsibilities to meet organizational needs as necessary.
Please note that IPA will never request any form of payment from an applicant.
Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization.
Please direct questions to jobs-kenya@poverty-action.org.
You can now click on this link www.kenyanvacancies.com to visit our sister website for more vacancies.