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.
Apply via :
.formstack.com
