IPA Evidence Action Senior Operations Associate Job in Nairobi Kenya

Position: Senior Associate - Operations

Start Date: 15th May 2014
 

Location: Nairobi, with frequent travel within Kenya
 

About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is a non-profit research organization that creates and evaluates approaches to solving development problems and disseminates information about what works and what does not to policymakers, practitioners, investors and donors around the world.

About Evidence Action: Evidence Action is assuming management and growth responsibility for two programs tested and incubated at Innovations for Poverty Action that are currently making a difference in the lives of millions of people in Africa and Asia: the Deworm the World Initiative (DTW) and Dispensers for Safe Water Initiative (DSW). 

Evidence Action scales proven development interventions and crafts resilient business models for long run success.
 

A. Job Purpose
 

Provide operations and Procurement management support to the Management of Evidence Action specifically spearheading procurement compliance and control, forward planning for projects operational needs in line with the Evidence Action overall strategic operations

Facilitate the development and implementation of suitable procurement and logistics policy/procedures and strategy to maximize savings and benefits to the Organization and give guidance on procurement and operational functions effectively and efficiently in line with project and operations demands.

B. Management Responsibility
 

1. To ensure effective utilization of Project funds according to the organization’s policies and procedures and the donor guidelines
 

2. Member of the procurement committee
 

C. Description of Duties
 

USAID Compliance:

• Be the key point person in the Kenya regional office on USAID compliance
• Review and develop policies as part of the senior leadership team that includes the Director Finance, Admin and Restructuring (FAR), Project Director, and Regional Director as necessary to ensure compliance.
• Periodically update policies to ensure compliance to Donor requirements and Evidence Action policies and procedures

Security Management:

• Be the key point person in the Kenya regional office on emergency management and security updates.

Procurement and Sourcing

• Supervise procurement of goods and services required by Evidence Action while ensuring a high value to the program and compliance with relevant procurement policies
• Coordinate with Evidence Action’s clearing agents to ensure proper and expedient import and export from overseas and within East Africa
• Manage relationships with Evidence Action’s suppliers overseas and within Kenya, including quality control of all goods purchased (on-site in Kenya and remotely overseas)

Logistics Coordination

• Oversee program logistics to ensure timely delivery of dispensers and chlorine refills as per program needs and ensure timely shipment to DSW field offices in Kenya and Uganda
• Coordinate the quarterly program projections for hardware and chlorine needs.
• Provide support to the DTW logistics team to manage transport, printing and hardware service providers for DTW field activities

Administration:

• Coordinate Office Administration: supervise the Administrative Officers/Assistants to ensure that Evidence Action’s offices are managed efficiently. This will include, but is not limited to: overseeing adherence to office budgets, determining solutions to concerns raised by projects, ensuring safety and security standards are met, and leading negotiations/relationships with landlords.
• Office management: Oversee the maintenance of an asset register, ensure the facility is managed properly, and ensure proper and cost effective maintenance of insurance policies.
• Supervise Procurement for Country Office: supervise the Associate- Procurement and oversee the general implementation and continuous refinement of Evidence Action’s procurement systems.
• Vehicles and Transportation: lead creation and maintenance of vehicle pools, working with a team to ensure competitive, reliable drivers.
• Manage other Evidence Action Administrative Services: ensure core administrative services provided by Evidence Action to projects, managed through Admin Officers, are carried out effectively and efficiently. 
• Examples include travel and visitors’ logistics, events planning/coordination and the maintenance of internal IPAK communication systems.

ICT support and Coordination

• Initiate and support processes for formulating information and communication technology (ICT) policies, regulations and procedures at Evidence Action Kenya Office, and monitor the implementation.
• Coordinate the provision of Provide ICT support in the development and maintenance of the Evidence Action databases and website as guided by Evidence Action HQ
• Ensure all IT equipments are serviced and maintained as per the IT policy of Evidence Action.
• Continually asses ICT needs at Evidence Action Kenya Office and develop appropriate plans and budgets for addressing gaps

D: Accountability
 

Decision Making: For routine decision making to be guided by Operational policies, legal and Donor requirements. Refer to the Director of Finance on issues out of normal policies and procedures
 

Responsibility over data or information: Has access to important and highly confidential information.
 

Responsibility over assets: Computer, printer, office equipment, office furniture
 

Responsibility over staff: Procurement and Administration staff of Evidence Action
 

Required Qualifications
 

Professional qualifications

• Minimum of Bachelor’s level degree in Business Administration or related field with at least 5 years of steadily progressing management experience; 
• Diploma in supply chain management is an added advantage. 
• Masters in relevant field is desirable

Relevant Experience and Key skills

• 1 year minimum experience in a field-level programmatic role
• Experience managing the procurement lifecycle
• Experience in fleet management, warehouse management, local and international procurement and supply chain management, transport and security.
• Significant supervisory management experience, including managing direct reports
• Experience working within a complex organizational structure and managing work across multiple offices or field sites, spread across large geographic distances
• Demonstrated ability to manage multiple tasks simultaneously, and delegate effectively, including to remote staff
• Strong computer skills required – particularly in terms of using, creating, editing, and manipulating Excel files
• Excellent written and verbal communication skills
• Experience with USAID rules and regulations

Personal Attributes

• Exceptional analytical and organizational skills, detail-oriented
• Team leader but collaborative
• Proven skill in negotiation and managing complex relationships
• Excellent communication, high computer literacy levels and interpersonal skills
• Excellent networking skills
• Strong organizational skills

To apply: 

Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address. 

Your CV should include details about your academic qualifications and any relevant work experience.
 

Applications can be submitted by email to jobs-kenya@poverty-action.org, please ensure that the subject line reads: “Senior Associate Operations” REF NO: Evidence Action-2014-04-04. 

Deadline to Apply: 28th April 2014

Only short-listed candidates will be contacted by phone and email for an interview. 

Applicants are encouraged to apply early, as applications will be reviewed on a ROLLING BASIS
 

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Senior Associate Operations. 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.