IPA Office Manager / Operations Associate Job in Nairobi Kenya

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.

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:

• 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:

• 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.

Only short‐listed candidates will be contacted by email for an interview.

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.