Job Openings at International Planned Parenthood Federation

Purpose of the Job:

The job holder will co-ordinate, organise and deliver HR and office administration support and services to ensure the Regional Office is running effectively, efficiently and in compliance with IPPF policies, procedures and local jurisdictional requirements.

Role Deliverables:

• Organise timely and efficient recruitment and selection processes, in line with IPPF’s Recruitment and Selection framework, workforce planning, digital recruitment system and Safer Recruitment requirements.
• Conduct and evaluate pre-employment checks, prepare contracts, digital set-up of new starters (consultants, permanent and fixed term) and ensure effective on-boarding/induction is completed. Including link with Finance to ensure ID between HRIS and NetSuite is in place for full costing and allocations.
• Organise mobility support for expatriate staff and their dependents, including ensuring correct tax set-up and consular requirements are in place in good time.
• Organise and monitor set-up and completion of mandatory documentation and training by staff and advise senior management on actions required.
• Ensure systems/databases are kept up to date on a regular basiswith employee movements and evaluate information, providing reports and recommendations on actions to improve/resolve issues.
• Organise the completion of HR related processes in a timely manner.
• Manage effective off-boarding of employees and organise associated paperwork, including exit interviews.
• Manage documentation and registrations relating to host country status including any immunities with Government Ministries, Foreign Missions and Agencies.
• Conduct and evaluate research for the purposes of legal updates, benchmarking and surveys (ie: cost of living, recruitment positioning) to provide advice and recommendations to incorporate into people/office plans/actions.
• Safeguarding focal point.
• Manages, with support from the Expedition and General Assistant, the coordination and follow-up of all duty-related travels.
• Support Office Administration as required.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/ Expertise:

• Track record of working with HR and Office policies, practices, procedures and systems and translating them into an organisational setting with a good understanding of the jurisdictional context.
• Good relationship with government and agencies in relation with the office within the country in relation with HR, travel and security of staff are likely to be required.
• Excellent organization, planning and administration skills to ensure consistency with the ability to multi-task and adapt to changing circumstances
• Collaborates with others to achieve team goals and builds professional effective working relationships.
• Good evaluation and problem-solving skills with a track record of raising issues in a constructive way, advising and putting forward recommendations to make positive progress
• Proven experience of how to manage and mitigate risk.
• Ability and willingness to work in a diverse and multicultural environment that is respectful of other cultures.
• Demonstrate an understanding of and commitment to safeguarding and anti-racism/no discrimination.
• Good IT skills and ability to manage systems compliance.
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.
• Fluency in French and English is essential, good command of Portuguese is an asset

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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Role Purpose:

The post holder will support the IPPF Africa Region (IPPFAR) and IPPF Arab World Regional Office (IPPF-AWRO) in developing and implementing People Plans that support IPPF’s Strategic Framework objectives. The post holder will also be expected to deliver optimal performance and enable an environment that engages and develops diverse talents. The post holder will be working collaboratively with the HR Operations Manager, People Partners from other regions and HR Focal points to develop processes, tools and platforms that are fit for purpose, support the Secretariat deliver the Strategic Framework and bring about visible change.

Context of role:

IPPF, through its new Strategy2028, is looking to be a more dynamic, agile and diverse organization keeping on the ‘front foot’ of evolving people practices and bringing a proactive approach to attracting talent, people performance and development, workforce planning and enhancing the employee experience journey.

Management responsibility:

The People Partner will supervise HR Admin focal points in both regions who will provide support on the ground as part of their overall job purpose and deliverables.

Role Deliverables:

• Develop and implement a rolling annual people plan that is part of the Secretariat People, Organisation & Culture 3-year plan and developed with the Regional Directors and their Senior Management Teams.
• Devise, modify and manage the employee lifecycle journey to ensure a consistent and positive employee experience.
• Plan and optimise recruitment to effectively attract and secure diverse talent, pro-actively advising on approach. Supporting selection directly and/or through training/coaching recruiting managers and providing the objective validation on recruitment decisions in line with our goals and targets.
• Pro-actively build, adapt and evolve performance and development to ensure capability is in place to deliver, including running and advising on the calibration of performance and development in your own regional areas, working with People colleagues to be consistent.
• Optimise workforce planning with Heads of Corporate Services to integrate unrestricted and restricted resource ensuring within your own regional areas and in liaison with the HR Operations Manager.
• Identify, mitigate and manage people and employee relations risks.
• Manage and adapt the pay review cycle in line with Secretariat guidelines and working alongside People colleagues.
• Lead the local adaptation, modification and implementation of People Policies and Procedures in line with Secretariat framework.
• Lead on one of the key development areas listed above and contribute cutting edge insights to the global People platform.
• Build trusted relationships at all levels to deliver IPPF’s People objectives while retaining line manager accountability through training/coaching support.
• Recommend, devise and adapt interventions that improve engagement, wellbeing and support culture change.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/Expertise:

• Qualified HR Professional with significant experience across the employee life-cycle.
• Experience as an HR or People Business Partner working with Senior Management Teams.
• Experience of advising and working across geographies and different legal jurisdictions internationally, particularly on recruitment & ER matters.
• Track record of developing and delivering ambitious people plans and managing/delivering projects.
• Influencing skills with demonstratable ability to both constructively challenge and support with resilience and emotional intelligence.
• Demonstrable planning, organising skills with ability to adapt and flex to changing circumstances and deliver at pace.
• Good judgment and decision-making distilling the key elements of a situation and context balancing the needs of the business and the needs of people.
• Track record of working successfully with diverse, multicultural and multilingual groups and experience of supporting teamworking in diverse environments.
• Strong communication skills, verbal and written with experience of writing policies/procedures/contracts in a user-friendly way without technical jargon and in a tone of voice that supports the culture
• Fluency in French and English is essential, good command of Portuguese is an asset
• Highest integrity and confidentiality, approachable and supportive.
• Creative problem-solver, who thinks ahead and pre-empts risks/issues.
• Understands the external dynamics, political/social/economic shifts and keeps up to date with functional/sectoral/legislative changes.
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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Role Purpose:

To post holder will oversee and develop the utilization of targeted performance metrics and build/drive a culture of learning to deliver maximum impact working across the Region and as part of the Global Performance, Learning & Impact team. They will optimize knowledge sharing by designing and delivering a knowledge management infrastructure for IPPFAR and MAs that can capture, store and share best practices from strategic initiatives, projects, as well as other works as/when appropriate.

Role deliverables:

• Implement and improve the IPPF Monitoring & Evaluation framework and systems for collecting, tracking, analyzing and reporting the progress of activities against organizational and project targets and outcomes.
• Advising and supporting IPPF Member Associations focal points (Architects of Cooperation – AoCs), Contract Managers and External Relations colleagues on monitoring, evaluation and key result areas.
• Match data with narratives and stories to better illustrate impact. The post holder will work with the IPPFAR communications team to develop knowledge products including technical and programme and policy briefs, impact stories, and multimedia products. They will also lead the development of compelling advocacy-focused funding proposals to ensure sustained financing for IPPFAR and MA programmes, in close collaboration with the resource mobilization team.
• Support the monitoring and evaluation planning and implementation of projects (including complex, multi-country, large donor-funded projects) implemented by IPPFAR and/or IPPD MAs in the region.
• Advising and working with AoCs on supporting MAs to strengthen M&E systems and data quality.
• Networking with Global PL&I team to develop the function.
• Adhere to the safeguarding reporting and monitoring requirements of this role.

Management responsibility:

Supervision of one Performance, Learning and Impact Advisor and one Data Analyst.

Role Deliverables:

• Oversee the generation and analysis of regional data and evidence as part of IPPF Strategic Results Framework.
• Devise and advise on effective and efficient monitoring and evaluation tools, frameworks, processes, systems and training.
• Oversee data quality assurance ensuring performance and evaluation data is tracked, current, cleansed, accurate and consistent for reporting and decision-making purposes.
• Advise colleagues, stakeholders and partners on new approaches/practices within the PL&I field, incorporating these into the implementation of corrective actions that address data weaknesses.
• Lead/commission qualitative research that optimizes progress, knowledge sharing and leading-edge thinking.
• Adapt global tools and frameworks based on continuous feedback, changes in data methodologies and general sectoral advancements.
• Build networks with regional interlocutors to drive a culture of continuous learning.
• Evolve & optimise data analysis to Secretariat and Member Associations to enhance programming and decision making.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/Expertise:

• Master’s degree in Public Health, Statistics, Economics, or related degree
• Significant experience in public health programming in West Africa.
• Reporting, analysis and health information management. Track record of excellent M&E implementation at regional or national level in a programmatic and development sector setting. Expert-level knowledge of FP indicators, monitoring performance and impact measurement for FP service delivery and contraceptive security preferred. Evidence of developing and using digital tools and systems to enable effective performance tracking, evaluation and knowledge sharing.
• Excellent writing and presentation skills with evidence of coherent, evidence-based reporting. Experience drafting or leading the development of knowledge products (case studies, infographics, quantitative and analytical reports, evidence-based project proposals, etc).
• Facilitation and Training skills with evidence of intervention design and development (i.e.: action centered learning practitioner).
• Evidence of embedding standards and performance measures delivering tangible improvements to benefit impact and performance.
• High level of organisational skills, planning and time-management with the ability to adapt to changing needs.
• Evidence of coordinating and managing people and teams well to create a learning environment. Pro-active, collaborative, develops strong professional networks and able to adapt/work with people from different cultures and backgrounds.
• Excellent IT skills.
• Role models safeguarding, anti-racism and no discrimination and acts with integrity.
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.
• Fluency in French and English is essential, good command of Portuguese is an asset

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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Role Purpose:

The post holder is responsible for leading and managing a small multi-disciplinary team including HR, Risk, Finance, Internal Audit and Facilities, that enable IPPFAR to meet its objectives. The role is expected to provide timely, expert and strategic information and advice that will facilitate IPPFAR’s Senior Management Team to make effective decisions regarding budgets, local compliance, office operations and support.

Context of role:

• As part of the Regional Senior Management Team, the incumbent will be responsible for Financial Management and oversight, local compliance, oversight of HR Administration and Office Management.
• This is an internal facing role focused on smooth running of the Secretariat operations, creating a ‘can-do’ environment and more streamlined ways of working. Member Association support will be directly provided to the MAs by the Membership Support and Development Team.
• The role is part of the vertically integrated Finance, Admin & IT function and will support the development, evolution and implementation of global systems, processes, reporting requirements and reporting standards.
• The role will interface and work closely with key units and departments outside Nairobi including, the Global Finance Hub (Delhi), responsible for processing transactions, financial analysis, and project budgeting and reporting, and the Director of Global Risk and Assurance (London). The role will also work closely with the People Partner regional on all HR issues.
• The designated roles for HR Administration and/ or IT, wherever available, will have dual reporting to the Corporate Services Lead and to the dedicated People Business Partner and Head of Information Technology (where applicable).

Role Deliverables

Finance & Administration:

• Leads budget management, forecasting, funds allocations and reporting in Region.
• Leads on the effective and efficient implementation of accurate data entry and uploads including time-sheet management, grant release requests and invoices/ bills.
• Oversee outsourced payroll and payroll related taxes/insurances/adjustments. Ensure timely upload of all local statutory and payroll payments.
• Supports resource mobilization efforts through the preparation of budgets for fund raising proposals.
• Ensure timely local procurement allocation, requisition and acceptance of local procurements.
• Engage and collaborate with the procurement officer(s) in the Global Finance Hub to coordinate procurement of other services and goods.
• Engage with the compliance officer(s) in the Global Finance Hub to confirm adequate protocols and calendars are in place toward ensure all local statutory compliances are met.
• Responsible for local statutory compliance and reporting including registrations, ministry relationships and banking relationships.
• Oversight of office management/security and travel management.
• Oversight of effective HR Administration.
• Oversight of effective local IT support and hardware asset management.

Risk & Assurance:

• Lead, plan and implement the identification, reporting and mitigation of risk, including security and safety.
• Lead local audits including responding to corrective actions.
• Support global audit processes – both internal and external.
• Support the Member Association focal points (AoCs) and Director of global Risk and Assurance with advice on any financial wrongdoings’ investigation at the Member Association/ partner level.
• Advocates and implements progress/outcomes on any financial wrongdoing investigations which will be outsourced.
• Support Member Association focal points(AoCs) with MA Contracts prepared to global templates, including advising on any regional variations, to be signed off by Director, Global Risk and Assurance.
• Safeguarding and Incident Management: RIRU Leadership and incident co-ordination for MA Financial wrongdoing.
• Support and enable a safe environment, adhering to the safeguarding reporting and monitoring requirements of this role.

Key Skills/Expertise:

• A qualified Accountant or significant Accounting experience with a track record of managing planning and budgeting cycles including rolling quarterly forecasts.
• Experience of managing a broader office operation, team management and creating the appropriate balance of support and challenge.
• Experience of value for money decision making processes.
• Experience of allocating and managing requirements of restricted donor funding and pooled funding.
• Experience of working with global systems/processes.
• Experience of local jurisdictional/ statutory requirements including knowledge of reporting and registration requirements for the geographic location of the post.
• Evidence of setting and managing robust standards of performance and compliance with a strong eye for detail and accuracy.
• Evidence of creating an environment of visibility, transparency, integrity, learning and improvement
• Demonstrates good judgment and decision-making, including when to engage help.
• Excellent analytical skills and evidence of using quantitative /qualitative data to inform decision-making.
• Excellent excel, writing and reporting skills.
• Fluency in French and English is essential, good command of Portuguese is an asset
• High level of organisation skills, planning, time and team management with the ability to adapt to changing needs.
• Collaborative and open style of working with ability and willingness to work in and lead a diverse and multicultural environment that role models respect of all cultures, inclusion and no discrimination
• Demonstrate an understanding of and commitment to safeguarding in a local and international context.
• Demonstrates ability and willingness to work in a diverse, multicultural, multilingual and intergenerational environment that is anti-racist and respectful of others.
• An intersectional (pro) feminist passionate about sexual reproductive health care rights + justice.
• Supportive of people’s rights regardless of sexuality or gender identity/expression and supportive of worker’s rights and access to health care in sex work.

Competencies:

• PROFESSIONALISM: Knowledge of (related field). Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.