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  • Posted: May 17, 2022
    Deadline: Not specified
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    Innovations for Poverty Action (IPA) is a non-profit organization dedicated to discovering and promoting effective solutions to global poverty problems. In close partnership with decision makers - the policymakers, practitioners, investors, and donors working with the poor around the world - IPA designs and evaluates potential solutions to poverty problems ...
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    Administration, Logistics, and Security Associate

    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. 

    Method of Application

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