Innovations for Poverty Action (IPA)
Job Vacancy: Operations Associate – Field Office, Kenya
Job Vacancy: Operations Associate – Field Office, Kenya
(1 Position)
Deadline to Apply: 25th July 2018
Start Date: 1st September 2018
Location: Nairobi
Duration: 1 Year (Renewable)
Eligibility: Position open to local Kenyan hires only
About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is an international
non-profit research organization dedicated to discovering and promoting
effective solutions to global poverty problems.
IPA works in partnership with
development partners and academic researchers to create and evaluate approaches
potential solutions to poverty problems using randomized evaluations in the
fields of health, education, microfinance, governance and agriculture.
We also mobilize and support these
decision makers to use these solutions to build better programs and policies at
scale.
About the Position: The Operations Associate under the general supervision of
the Deputy Country Director and within the limits of Innovations for Poverty
Action-Kenya policies and procedures, will provide operations management
support to the IPA-Kenya Country office.
S/he will work more closely with
project teams to facilitate forward-planning for projects’ operational needs in
line with IPA’s overall strategic operations and ensure compliance and
acquisition of the necessary research approvals and permits.
Below is a list of some of the general
duties and responsibilities.
Duties and Responsibilities:
Research authorization and
Immigration Compliance: 50% – time coverage
1. IRB and other research approvals
·
Work with the Deputy Country Director
to manage the acquisition of ethical approvals and research permits for
projects.
·
Maintain relationship with ethical
approval boards, and help identify new review boards as necessary
·
Support projects to ensure research
approvals are up to date and renewals done on a timely fashion.
·
Work with Research Managers on
closing out projects that have ended with the relevant ethics review board and
NACOSTI
·
Work with projects in coordinating
County approvals
·
Managing IPA licensing process with
NACOSTI. This includes submission of regular progress reports on the active
projects.
·
Ensuring relevant guidelines are up
to date.
·
Work with Research Associates to
ensure all field staff have received training on human subjects as required.
·
Reviewing IRB and NACOSTI
applications to ensure compliance with the specific requirements
·
Updating project approvals on
salesforce regularly.
·
Work with policy team on the
dissemination of county updates.
2. Immigration
·
Support with filing and following-up
with work permits applications for international staff as needed and ensure
that an up-to-date database is maintained.
·
Work with the Deputy country director
in ensuring all expatriates working in IPAK offices have the right
documentation supporting their work in Kenya.
·
Maintenance of Expatriate Employee
files.
·
Managing relationship with PWC.
·
Lead pre-arrival onboarding of both
long term and short-term Expatriates expected to arrive in Kenya for the first
time, this includes, overseeing their travel logistics and exploring on
options.
3. Community Entry
·
Work with the relevant managers on
community entry planning and outreach initiatives.
Safety and Security Management: 40%-time coverage
·
Close monitoring of the security
environment, troubleshoot, explore, and adapt 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 SOP’s, as well as give
necessary feed in to 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
platform for gathering security information (INSO, embassies, etc.), and
represent the organizations in specific security forums.
·
Guide, adapt, and monitor
implementation of security procedures and regulations.
·
Report and advise on repercussion 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.
Other responsibilities: 10%-time coverage
·
Participate in working groups as
assigned by supervisor.
·
Management of IPA Kenya Resources
folder, ensuring the table of contents is up to date and working with other
departments on updating current information.
·
Lead safety and security and
compliance onboarding of new staff members.
·
Google groups management as required.
Qualifications and Experience:
·
Bachelor’s Degree preferably social
science.
·
Post graduate diploma or masters is
an added advantage.
·
Proven experience or familiarity with
Human subjects’ certification and research protocols.
·
Familiarity with proposal development
and review.
·
Attention to detail.
·
Ability to work under a lot of
pressure.
·
Ability to handle confidential
information with discretion.
·
Excellent communication skills, both
oral and written.
·
Can demonstrate having worked
independently under minimal supervision
·
Demonstrate experience in working on
compliance related issues.
·
Experience working with an
international research organization will be preferred.
How to Apply
CLICK HERE to apply
online
Job Vacancy: Administration and Logistics Associate – Field Office, Kenya
(1 Position)
Deadline to Apply: 25th
July 2018
Start Date: 1st
September 2018
Location: Nairobi
Duration: 1
Year (Renewable)
Eligibility: Position
open to local Kenyan hires only
About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is an international
non-profit research organization dedicated to discovering and promoting
effective solutions to global poverty problems.
IPA
works in partnership with development partners and academic researchers to
create and evaluate approaches potential solutions to poverty problems using
randomized evaluations in the fields of health, education, microfinance,
governance and agriculture. We also mobilize and support these decision makers
to use these solutions to build better programs and policies at scale.
About the Position: The
Administration and Logistics Associate under the general supervision of the HR
and Administration Manager and within the limits of Innovations for Poverty
Action-Kenya policies and procedures, will manage country office systems that support
the administrative and logistical needs of the IPA Kenya office.
S/he
will supervise the Admin team across the country and will have significant
collaboration with other support departments (HR, Operations, Finance and
Procurement).
Below
is a list of some of the general duties and responsibilities.
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 Administration
onboarding of new staff.
·
Regularly update the administration
and logistics documents, policies and procedures.
·
Plan and Coordinate Administrative
procedures and systems and device 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 and visitors’ logistics,
maintenance of internal IPAK communication systems such as 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 ensuring submission of invoices to finance department on 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 ensuring they
have valid contracts.
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.
up as needed.
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
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
How to Apply
CLICK HERE to
apply online
Disclaimer: The
above statements are intended to describe the general nature and level of the
work being performed by the Administration and Logistics 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
