Operations Advisor at Ipas Africa

The Operations Advisor provides administrative and operations support to the Ipas Africa Alliance. S/he ensures smooth running of the general office operations, program logistics, procurement, facilities and ICT systems. S/He oversees development and maintenance of operations systems in accordance with Ipas minimum standards and standard operating procedures. This position is based at the Alliance office in Nairobi.

• Support facility management and liaise with landlords to ensure the facilities operating at optimal levels;
• Negotiate office rents with landlords and liaise with legal counsel ensure office leases are in place;
• Oversee procurement activities for Ipas ensuring compliance with the laid down policies and SOPs;
• Manage prequalification of new vendors and evaluation of services provided by existing ones to ensure a healthy and reliable mix;
• Manage vendors ensuring they provide quality goods and services and value for money to Ipas;
• Liaise with vendors and finance unit in processing administration related purchases and payments;
• Prepare necessary agreements and MOU with external partners who support Ipas operations;
• Prepare and ensure prompt renewal of vendor contracts and service level agreements relating to office operations;
• Ensuring that all office systems including furniture, repairs and maintenance are done in a timely manner;
• Manage Occupational Health and safety for Ipas employees in assigned locations, conducting necessary audits and ensuring remedial measures are taken to manage weak systems;
• Ensure all staff are facilitated with work tools and equipment and that these are serviced as necessary;
• Oversee proper functioning of office ICT systems as per Ipas laid down SOPs;
• Manage transport services vendors and motor vehicle fleet;
• Maintain a conducive and safe environment for Ipas employees and Ipas visitors.
• Oversee administrative support including scheduling and coordinating meetings and conferences, travel planning and related logistics;
• Develop, manage and track office operations budgets;
• Ensure availability of office supplies and utilities while monitoring utilization;
• Develop and maintain a proper filing system for all administrative and operational documents;
• Supervise, coach and mentor administrative support staff ensuring they are supported to contribute to their work efficiently and effectively;
• Ensure compliance with laws and ensure all licenses are renewed promptly and regularly as required;
• To perform any other duty as may be assigned from time to time.

Minimum Requirements

• Bachelor's degree in Business Administration, Public Administration, Business Management or related field.
• 8+ years relevant and progressive work experience in a similar role at responsible level
• Prior office administration experience, including managing facilities and procurement;
• Prior experience in budgeting, tracking and managing operations budgets
• Prior experience supervising administrative support staff;
• Prior work experience in a similar role in an International NGO with evidence of support to field office(s) operations;
• Effective communication skills;

Preferred Requirements

• Experience working with an international NGO
• Master's degree in Business Administration, Procurement and Supplies Management or any relevant field
• Skills and experience supporting ICT systems
• Additional professional training and/or certification in procurement and logistics management from a recognised intribution
• Must possess strong writing and presentation skills
• Experience with Microsoft office tools