icipe Office Manager Job in Kenya

icipe is an intergovernmental organisation funded by government aid agencies, UN organisations and private foundations to carry out research and training in environmentally sound and sustainable management of arthropods for improved health and agricultural productivity in the tropics.

icipe has approximately 350 staff to support its research and capacity building programmes, located at various sites in Kenya and Ethiopia.

icipe wishes to hire a suitable person for the national position of Office Manager in the Director General’s Office.

Reporting to the Director General, the successful candidate will have overall oversight for the efficient running of the Director General’s Office.

Responsibilities

The duties will include, among other things, the following:

• Provide executive secretarial and administrative services of a confidential nature to the Director General’s Office.
• Support the Director General in managing his daily schedule, e.g. agenda management, correspondence, making appointments, preparation of documentation for meetings, liaise with other senior staff within the Centre and to follow up on priority activities.
• Manage all critical communication and documentation to and from the Director General’s Office (including telephone, e-mails, faxes etc.).
• Process correspondence for proper distribution, filing and follow up.
• Maintain an up-to-date database of addresses of all donors, collaborators, associates and contacts of icipe.
• Collate and analyse information on various issues upon request from the Director General.
• Make travel arrangements (flight reservations, hotel bookings, procure visas for the Director General) and maintain an up-to-date travel schedule and manage the Director General’s frequent flyer programme.
• Assist in planning of meetings involving the Director General and/or other senior staff.
• Take minutes of meetings of the Director General as required from time to time.
• Manage on a daily basis, all office supplies.
• Prepare and monitor expenditure of the Office.
• Supervise three assistants attached to the Office.
• Prepare a budget for office supplies to the Director General’s Office.
• Maintain a proper system of managing information flow to and from the Office of the Director General.
• Maintain filing systems for both electronic and hard copies of data/documents held in the Office of the Director General.
• Liaise with the Chair of the Governing Council, other Council members and coordinate preparation of Council reports, papers, minutes and follow up action.
• Perform any other duties that may be assigned to guarantee optimal and efficient management of the Director General’s Office.

Requirements

The suitable candidate should have:

• A bachelor’s degree in secretarial or business administration or an advanced diploma in secretarial studies from a reputable institution followed by 10 or more years of relevant experience.
• A minimum of 5 years post qualification experience with a proven track record in a similar or equivalent position.
• Excellent computer skills including usage of the MS Office suite, Internet, e-mail, desktop applications (Mac and Windows PC).
• Fastidious attention to detail and quality.
• Good communication (written and verbal) and interpersonal skills, and the ability to work in a multicultural environment.
• Excellent language skills, fluent in English.
• Ability to meet tight deadlines.
• Knowledge of basic accounting is an added advantage.

The position is based in Nairobi (Kenya) at our Duduville campus.

The suitable candidate should be ready to start in mid February or early March 2012.

A competitive compensation package will be offered to the right candidate.

Applications will be accepted up to 16th December 2011.

Only applications of shortlisted candidates will be acknowledged.

Please send an application with a detailed CV, names and addresses of 3 referees including e-mail addresses, fax numbers and remuneration package to:

icipehr@icipe.org

The Human Resources Department
icipe - African Insect Science for Food and Health
P.O. Box 30772-00100
Nairobi
Kenya

icipe is an Equal Opportunity Employer

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Logistics and Procurement Coordinator Job Vacancy in Kenya

Water, Sanitation, and Hygiene (WASH) Benefits Project

Position: Logistics and Procurement Coordinator

Deadline to Apply: January 9, 2012 (applicants will be reviewed on a rolling basis)

Start Date: January 2012

Location: Kakamega or Bungoma, Western Province; with flexibility to travel

Eligibility: Position open to all; priority given to Kenyan nationals (previous applicants need not apply) IPA’s WASH Benefits Project is a five year study to evaluate the health benefits of sanitation, hygiene, household water treatment and nutrition using a large-scale, randomized evaluation in Western Province.

In the first phase of the study, to commence in early 2012, WASH Benefits will work in 1,000 villages, conduct 10,000 baseline surveys, and deliver interventions to 10,000 households. The project will be based out of two satellite offices in Western Province.

We are currently seeking a Logistics and Procurement Coordinator to set up and manage several key aspects of the WASH Benefits project, including but not limited to: Procurement, Storage and Shipping of sensitive and high volume supplies, Transportation Coordination, Financial Management and Outreach.

The Logistics Coordinator will be based in either Kakamega or Bungoma.

The position will require some travel within Western region. The Logistics and Procurement Coordinator will work closely with the WASH Benefits management team, including Project Coordinators, Project Associates and Project Managers.

S/he will also coordinate with the IPA-Kenya management team, including Operations Manager, Senior Accountant, and Logistics and Administration Officer (LAO).

Responsibilities:

Logistics:

• Develop standard operating procedures for all logistics needs
• Prepare logistics and support plans (including contingency) that detail budget, personal, other resources
• Develop and implement systems for tracking and distribution of high volume and diverse items
• Develop and implement systems for the tracking and transport of biomedical and temperature sensitive items
• Ensure timely, cost effective delivery of materials from the project to our beneficiaries
• Train project support staff on SOPs, best practices and ethics related to project logistics
• Prepare reports on operational logistics issues and recommend solutions
• Supervise field activities related to logistics where necessary
• Ensure that accurate accounting, reporting and internal control systems are functioning and that records are maintained to project standards

Procurement:

• Obtain necessary materials for WASH Benefits offices and activities in a timely fashion and within budget constraints
• Prepare contracts and MOUs with outside firms that will provide necessary services to the project (e.g., data entry firms, etc.)
• Ensure that products developed are complete according to design specifications
• Ensure that products are packed properly and shipped with minimal damage in a timely fashion
• Coordinate with IPA headquarters and IPAK procurement office for items that need to be imported
• Coordinate timely payments for procurements with IPAK accountants
• Maintain cordial relations with all contractors
• Keep detailed and organized records for all procurement orders
• Maintain necessary inventory of consumables
• Monitor inventory regularly to ensure quality of all products stored
• Plan for and coordinate storage and security needs for procured products

Transportation Coordination:

• Work with the LAO to support the efficient coordination of transport across multiple offices
• Liaise with LAO to ensure all transportation activities comply with IPA policies
• Facilitate purchasing and maintenance of vehicles if necessary following IPA guidelines
• Coordinate all required vehicle preventative maintenance and repair
• Work with the LAO to ensure that all necessary contracts for drivers are obtained or facilitate proper training, licensing , and insurance for WASH Benefits staff
• Keep detailed and organized records of all transportation activities in accordance with IPA policy

Miscellaneous:

• Assist with coordination and logistical planning of conferences/outreach activities hosted by WASH Benefits Assist team members with arrangements for domestic project-related travel
• Communicate regularly with WASH Benefits and IPAK management teams on matters including finance, logistics, transportation and procurement
• Other duties related to project implementation as needed

Qualifications:

Required

• Bachelors degree (logistics and procurement related)
• At least two years previous experience with management, logistics and procurement responsibilities
• Excellent oral and written communication skills in both English and Kiswahili
• Ability to work independently and as part of a team
• Well organized, detail-oriented, able to prioritize, and manage multiple tasks simultaneously with minimal supervision
• Demonstrate integrity consistent with the position’s significant financial and programmatic responsibilities
• Manifest problem solving skills and ability to take initiative
• Advanced user of Microsoft office suite (Excel, Word, Power Point), and the internet
• Interest in pursuing a career in non-profit management, health policy, health evaluation support or related fields
• Experience with position responsibilities listed above

Desired

• Masters degree
• Experience working in a research / medical setting
• Working knowledge of import / export regulatory framework

To Apply:

Please send a cover letter and detailed CV, 3 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.

Applications can be submitted to any of our branch offices, or by email to jobs-kenya@poverty-action.org, or by post office using P.O Box 373, Busia area code 50400 Kenya.

If you submit by email, please ensure that the subject line reads: “Logistics and Procurement Coordinator”REF NO: WB-2011-11-01.

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Logistics and Procurement Coordinator.

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.

Only short listed candidates will be contacted.

Previous candidates for the Logistics and Procurement Officer need not apply

Read More

Logistics and Procurement Coordinator Job Vacancy in Kenya

Water, Sanitation, and Hygiene (WASH) Benefits Project

Position: Logistics and Procurement Coordinator

Deadline to Apply: January 9, 2012 (applicants will be reviewed on a rolling basis)

Start Date: January 2012

Location: Kakamega or Bungoma, Western Province; with flexibility to travel

Eligibility: Position open to all; priority given to Kenyan nationals (previous applicants need not apply) IPA’s WASH Benefits Project is a five year study to evaluate the health benefits of sanitation, hygiene, household water treatment and nutrition using a large-scale, randomized evaluation in Western Province.

In the first phase of the study, to commence in early 2012, WASH Benefits will work in 1,000 villages, conduct 10,000 baseline surveys, and deliver interventions to 10,000 households. The project will be based out of two satellite offices in Western Province.

We are currently seeking a Logistics and Procurement Coordinator to set up and manage several key aspects of the WASH Benefits project, including but not limited to: Procurement, Storage and Shipping of sensitive and high volume supplies, Transportation Coordination, Financial Management and Outreach.

The Logistics Coordinator will be based in either Kakamega or Bungoma.

The position will require some travel within Western region. The Logistics and Procurement Coordinator will work closely with the WASH Benefits management team, including Project Coordinators, Project Associates and Project Managers.

S/he will also coordinate with the IPA-Kenya management team, including Operations Manager, Senior Accountant, and Logistics and Administration Officer (LAO).

Responsibilities:

Logistics:

• Develop standard operating procedures for all logistics needs
• Prepare logistics and support plans (including contingency) that detail budget, personal, other resources
• Develop and implement systems for tracking and distribution of high volume and diverse items
• Develop and implement systems for the tracking and transport of biomedical and temperature sensitive items
• Ensure timely, cost effective delivery of materials from the project to our beneficiaries
• Train project support staff on SOPs, best practices and ethics related to project logistics
• Prepare reports on operational logistics issues and recommend solutions
• Supervise field activities related to logistics where necessary
• Ensure that accurate accounting, reporting and internal control systems are functioning and that records are maintained to project standards

Procurement:

• Obtain necessary materials for WASH Benefits offices and activities in a timely fashion and within budget constraints
• Prepare contracts and MOUs with outside firms that will provide necessary services to the project (e.g., data entry firms, etc.)
• Ensure that products developed are complete according to design specifications
• Ensure that products are packed properly and shipped with minimal damage in a timely fashion
• Coordinate with IPA headquarters and IPAK procurement office for items that need to be imported
• Coordinate timely payments for procurements with IPAK accountants
• Maintain cordial relations with all contractors
• Keep detailed and organized records for all procurement orders
• Maintain necessary inventory of consumables
• Monitor inventory regularly to ensure quality of all products stored
• Plan for and coordinate storage and security needs for procured products

Transportation Coordination:

• Work with the LAO to support the efficient coordination of transport across multiple offices
• Liaise with LAO to ensure all transportation activities comply with IPA policies
• Facilitate purchasing and maintenance of vehicles if necessary following IPA guidelines
• Coordinate all required vehicle preventative maintenance and repair
• Work with the LAO to ensure that all necessary contracts for drivers are obtained or facilitate proper training, licensing , and insurance for WASH Benefits staff
• Keep detailed and organized records of all transportation activities in accordance with IPA policy

Miscellaneous:

• Assist with coordination and logistical planning of conferences/outreach activities hosted by WASH Benefits Assist team members with arrangements for domestic project-related travel
• Communicate regularly with WASH Benefits and IPAK management teams on matters including finance, logistics, transportation and procurement
• Other duties related to project implementation as needed

Qualifications:

Required

• Bachelors degree (logistics and procurement related)
• At least two years previous experience with management, logistics and procurement responsibilities
• Excellent oral and written communication skills in both English and Kiswahili
• Ability to work independently and as part of a team
• Well organized, detail-oriented, able to prioritize, and manage multiple tasks simultaneously with minimal supervision
• Demonstrate integrity consistent with the position’s significant financial and programmatic responsibilities
• Manifest problem solving skills and ability to take initiative
• Advanced user of Microsoft office suite (Excel, Word, Power Point), and the internet
• Interest in pursuing a career in non-profit management, health policy, health evaluation support or related fields
• Experience with position responsibilities listed above

Desired

• Masters degree
• Experience working in a research / medical setting
• Working knowledge of import / export regulatory framework

To Apply:

Please send a cover letter and detailed CV, 3 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.

Applications can be submitted to any of our branch offices, or by email to jobs-kenya@poverty-action.org, or by post office using P.O Box 373, Busia area code 50400 Kenya.

If you submit by email, please ensure that the subject line reads: “Logistics and Procurement Coordinator”REF NO: WB-2011-11-01.

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Logistics and Procurement Coordinator.

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.

Only short listed candidates will be contacted.

Previous candidates for the Logistics and Procurement Officer need not apply

Read More