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  • Posted: Oct 12, 2020
    Deadline: Not specified
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    IPPF is a global service provider and a leading advocate of sexual and reproductive health and rights (SRHR) for all. We are a world-wide movement of national organisations working with and for communities and individuals. The purpose of this job is to contribute to IPPF’s global technical leadership in quality comprehensive service delivery (including...
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    Human Resources Officer

    Responsible to: Administration and Human Resources Manager  

    Rank: E2

    JOB PURPOSE

    This position is located in the HR Management Unit of IPPFARO Regional Director’s Office. The Human Resources Officer will report to the Administration and Human Resources Manager.

    KEY TASKS

    PERSON SPECIFICATION

    Within delegated authority, the incumbent of the post will be responsible for the following duties:

    General

    1. Provides advice and support to managers and staff on human resources related matters
    2. Prepares special reports and participates and/or leads special human resources projects
    3. Keeps abreast of developments in various areas of human resources.

    Recruitment and Placement

    1. Identifies upcoming vacancies in coordination with ARO departments and the RD’s office;
    2. Prepares job openings, reviews applications under HR Assessment, and releases all eligible candidates for review;
    3. Participates in interviews and prepares interviews reports; serves as ex-officio for interview processes
    4. Maintains HR database;
    5. Contributes to the development of the human resources strategy;
    6. Reviews recommendations on the selection of candidate by client offices;
    7. Serves as ex-officio in examinations boards and prepares and presents cases to these bodies as necessary;
    8. Prepares job offers for successful candidates;
    9. Monitors and evaluates recruitment and placement related activities of sub offices and department and recommends changes or corrections related to procedures to these offices;
    10. Works in close collaboration with the office support assistant in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts;
    11. Plans, organizes, develops, coordinates and administers the Young Professionals Placement Examination, Examinations and tests related to recruitment of professional, general service and other categories of staff;
    12. Plans, organises the internship program nationally and internationally;
    13. Supports cultural change and organisational development initiatives.

    Administration

    Provides advice on interpretation and application of policies, regulations and rules. Reviews and provides advice on exceptions to policies, regulation and rules;

    1. Administers and provides advice on salary and related benefits, travel, and other entitlements;
    2. Determines and recommends benefits and entitlements for staff on the basis of contractual status;
    3. Ensures that HR practices are in line with policies and procedures;
    4. Reviews policies and procedures and recommends changes as required;
    5. Support the recruitment and fee remuneration for consultants.

     Staff Development and Career Support

    1. Identifies and analyzes staff development and career support needs and designs programmes to meet identified needs. Prepares monitoring reports on staff development and career support programmes;
    2. Designs and manages all forms of leave as per the HR handbook;
    3. Provides advice on mobility and career development to staff;
    4. Support the designs and planning of staff induction and prepares to new staff members;
    5. Provides performance management advice to staff. Assists supervisors and staff with understanding and using the performance appraisal system;
    6. Supports the assessment of training needs and support the provision of services;

     Other duties

    1. Assists in preparing policy papers, position papers and briefing notes;
    2. Supports the requests and obtention of visas and other protocol requirements;
    3. Performs other duties are requested by supervisor.

    Competencies

     PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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; places team agenda before personal agenda; 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.

    CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

    Education

    Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related area. A first-level university degree in combination with two years qualifying experience may be accepted in lieu of the advanced university degree.

    3) Work Experience

    • A minimum of three years of progressively responsible experience in human resources management, administration or related area is required.
    • Experience using human resources information systems is required.
    • Experience in recruitment and staff selection is required.
    • Experience using organizational ERP Systems or similar systems, to conduct Human Resources transactions, including managing staffing tables, is required.
    • At least three years’ experience in human resources policies, regulations and rules is required.
    • Experience with post classification is desirable.

    4) Languages

    English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include assessment exercise which will be followed by a competency-based interview.

    Other Requirements

    • Experience in working in a multicultural environment.
    • Willing to work outside standard office hours as required.

    Location: Nairobi, Kenya

    Responsible to: Administration and Human Resources Manager  

    Rank: E2

    1. JOB PURPOSE

    This position is located in the HR Management Unit of IPPFARO Regional Director’s Office. The Human Resources Officer will report to the Administration and Human Resources Manager.

    KEY TASKS

    PERSON SPECIFICATION

    Within delegated authority, the incumbent of the post will be responsible for the following duties:

    General

    1. Provides advice and support to managers and staff on human resources related matters
    2. Prepares special reports and participates and/or leads special human resources projects
    3. Keeps abreast of developments in various areas of human resources.

    Recruitment and Placement

    1. Identifies upcoming vacancies in coordination with ARO departments and the RD’s office;
    2. Prepares job openings, reviews applications under HR Assessment, and releases all eligible candidates for review;
    3. Participates in interviews and prepares interviews reports; serves as ex-officio for interview processes
    4. Maintains HR database;
    5. Contributes to the development of the human resources strategy;
    6. Reviews recommendations on the selection of candidate by client offices;
    7. Serves as ex-officio in examinations boards and prepares and presents cases to these bodies as necessary;
    8. Prepares job offers for successful candidates;
    9. Monitors and evaluates recruitment and placement related activities of sub offices and department and recommends changes or corrections related to procedures to these offices;
    10. Works in close collaboration with the office support assistant in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts;
    11. Plans, organizes, develops, coordinates and administers the Young Professionals Placement Examination, Examinations and tests related to recruitment of professional, general service and other categories of staff;
    12. Plans, organises the internship program nationally and internationally;
    13. Supports cultural change and organisational development initiatives.

    Administration

    Provides advice on interpretation and application of policies, regulations and rules. Reviews and provides advice on exceptions to policies, regulation and rules;

    1. Administers and provides advice on salary and related benefits, travel, and other entitlements;
    2. Determines and recommends benefits and entitlements for staff on the basis of contractual status;
    3. Ensures that HR practices are in line with policies and procedures;
    4. Reviews policies and procedures and recommends changes as required;
    5. Support the recruitment and fee remuneration for consultants.

     Staff Development and Career Support

    1. Identifies and analyzes staff development and career support needs and designs programmes to meet identified needs. Prepares monitoring reports on staff development and career support programmes;
    2. Designs and manages all forms of leave as per the HR handbook;
    3. Provides advice on mobility and career development to staff;
    4. Support the designs and planning of staff induction and prepares to new staff members;
    5. Provides performance management advice to staff. Assists supervisors and staff with understanding and using the performance appraisal system;
    6. Supports the assessment of training needs and support the provision of services;

     Other duties

    1. Assists in preparing policy papers, position papers and briefing notes;
    2. Supports the requests and obtention of visas and other protocol requirements;
    3. Performs other duties are requested by supervisor.

    1) Competencies

     PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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; places team agenda before personal agenda; 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.

    CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

    2) Education

    Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related area. A first-level university degree in combination with two years qualifying experience may be accepted in lieu of the advanced university degree.

    Work Experience

    • A minimum of three years of progressively responsible experience in human resources management, administration or related area is required.
    • Experience using human resources information systems is required.
    • Experience in recruitment and staff selection is required.
    • Experience using organizational ERP Systems or similar systems, to conduct Human Resources transactions, including managing staffing tables, is required.
    • At least three years’ experience in human resources policies, regulations and rules is required.
    • Experience with post classification is desirable.

    4) Languages

    English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of Portuguese is an advantage.

    5) Assessment

    Location: Nairobi, Kenya

    Responsible to: Administration and Human Resources Manager  

    Rank: E2

    • JOB PURPOSE

    This position is located in the HR Management Unit of IPPFARO Regional Director’s Office. The Human Resources Officer will report to the Administration and Human Resources Manager.

    KEY TASKS

    PERSON SPECIFICATION

    Within delegated authority, the incumbent of the post will be responsible for the following duties:

    General

    1. Provides advice and support to managers and staff on human resources related matters
    2. Prepares special reports and participates and/or leads special human resources projects
    3. Keeps abreast of developments in various areas of human resources.

    Recruitment and Placement

    1. Identifies upcoming vacancies in coordination with ARO departments and the RD’s office;
    2. Prepares job openings, reviews applications under HR Assessment, and releases all eligible candidates for review;
    3. Participates in interviews and prepares interviews reports; serves as ex-officio for interview processes
    4. Maintains HR database;
    5. Contributes to the development of the human resources strategy;
    6. Reviews recommendations on the selection of candidate by client offices;
    7. Serves as ex-officio in examinations boards and prepares and presents cases to these bodies as necessary;
    8. Prepares job offers for successful candidates;
    9. Monitors and evaluates recruitment and placement related activities of sub offices and department and recommends changes or corrections related to procedures to these offices;
    10. Works in close collaboration with the office support assistant in carrying out all human resources administrative transactions including preparation of personnel actions, maintenance of staffing tables, and processing of contracts;
    11. Plans, organizes, develops, coordinates and administers the Young Professionals Placement Examination, Examinations and tests related to recruitment of professional, general service and other categories of staff;
    12. Plans, organises the internship program nationally and internationally;
    13. Supports cultural change and organisational development initiatives.

    Administration

    Provides advice on interpretation and application of policies, regulations and rules. Reviews and provides advice on exceptions to policies, regulation and rules;

    1. Administers and provides advice on salary and related benefits, travel, and other entitlements;
    2. Determines and recommends benefits and entitlements for staff on the basis of contractual status;
    3. Ensures that HR practices are in line with policies and procedures;
    4. Reviews policies and procedures and recommends changes as required;
    5. Support the recruitment and fee remuneration for consultants.

     Staff Development and Career Support

    1. Identifies and analyzes staff development and career support needs and designs programmes to meet identified needs. Prepares monitoring reports on staff development and career support programmes;
    2. Designs and manages all forms of leave as per the HR handbook;
    3. Provides advice on mobility and career development to staff;
    4. Support the designs and planning of staff induction and prepares to new staff members;
    5. Provides performance management advice to staff. Assists supervisors and staff with understanding and using the performance appraisal system;
    6. Supports the assessment of training needs and support the provision of services;

     Other duties

    1. Assists in preparing policy papers, position papers and briefing notes;
    2. Supports the requests and obtention of visas and other protocol requirements;
    3. Performs other duties are requested by supervisor.

    Competencies

     PROFESSIONALISM: Knowledge of human resources policies, practices and procedures and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and in achievements; 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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; places team agenda before personal agenda; 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.

    CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

    Education

    Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related area. A first-level university degree in combination with two years qualifying experience may be accepted in lieu of the advanced university degree.

    3) Work Experience

    • A minimum of three years of progressively responsible experience in human resources management, administration or related area is required.
    • Experience using human resources information systems is required.
    • Experience in recruitment and staff selection is required.
    • Experience using organizational ERP Systems or similar systems, to conduct Human Resources transactions, including managing staffing tables, is required.
    • At least three years’ experience in human resources policies, regulations and rules is required.
    • Experience with post classification is desirable.

    4) Languages

    English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include assessment exercise which will be followed by a competency-based interview.

    Other Requirements

    • Experience in working in a multicultural environment.
    • Willing to work outside standard office hours as required.

    aluation of qualified candidates may include assessment exercise which will be followed by a competency-based interview.

    Other Requirements

    • Experience in working in a multicultural environment.
    • Willing to work outside standard office hours as required.

    go to method of application »

    Head of Operation

    Responsible to: Regional Director

    Rank: A1

    Deadline for Application: 30 October 2020

    1. JOB PURPOSE

    As a member of the Senior Management Team (SMT), the post holder is to;

    • Lead and ensure that Operations (comprising ARO Finance, Procurement, and Information Technology (with dotted line on HR and Administration) are in line with IPPF’s Strategic Framework and support a high performing, accountable and united Federation;
    • Develop and ensure implementation and compliance of procedures and policies for operational efficiency;
    • Advise the RD on all Procurement, financial and Information Technology matters and provide the RD with relevant and timely information to enable the RD to discharge financial responsibilities;
    • Ensuring that payroll is prepared in adherence to IPPF Staff Handbook provisions
    • Ensure that audit results, including those for projects managed by ARO, inform long term Secretariat capacity building in the area of financial management;
    • Responsible for the Finance team, the Procurement team and Information Technology team at the Africa Regional Office (ARO) and ensure that ARO Finance, Procurement, HR (with dotted line) and Technology teams provides a high-quality, business-focused services to ARO stakeholders as appropriate;
    • Has overall responsibility to ensuring that the Africa Regional Office complies with Kenyan regulatory requirements across Finance, ICT and HR & Administration (with dotted line) including Health and Safety;
    • Ensure that the federation’s safeguarding policies are fully adhered to in the IPPF Africa Region.
    1. KEY TASKS

    PERSON SPECIFICATION

    Finance

    1. Ensure that the statutory annual accounts for ARO are prepared and submitted to the relevant Authorities on a timely basis;
    2. Lead the use and development of the ERP system; monitors entries and results:
    3. Prepare the office annual budget and monitors expenditure;
    4. Prepare monthly report of accounts;
    5. Oversee the preparation, finalization of payroll and payment of salaries;
    6. Provide direction and leadership to the Operations Team ensuring an effective, modern and cost-effective services to ARO that benefits from economies of scale;
    7. Provide support to the delivery of the ambitious growth of income, in collaboration with colleagues from Programmes and External Relations and Advocacy departments;
    8. Provide financial planning forecasts in terms of resource allocation, income and expenditure for ARO. To lead on the development of ARO’s business plans;
    9. Review and analyse management and statutory reports and provide a commentary on the results for the SMT and volunteer committees. To be responsible for the relationship with the relevant Statutory Authorities and External Auditors ensuring that ARO is correctly meeting its obligations under current Kenyan legislation;
    10. Oversee the operation and monitoring of a system of budgetary control for the Regional and field offices;
    11. Ensure that accounting systems are responsive to the changing needs and requirements of ARO as well as donors and other third parties;
    12. Ensure the production of quality financial reports and the compilation of financial management information for the RD, for Regional consideration and other key meetings and participants;
    13. In collaboration with Central Office Director, Operations and Financial Controller, to ensure effective bank relationships and to negotiate and establish with bankers’ preferential interest rates with regard to agreed lines of credit for ARO;
    14. Identify and ensure corrective action is taken on problem areas which affect the reporting between field/regional offices and Central Office Units. Visit field/regional offices as necessary;
    15. In collaboration with Central Office Financial Controller, ensure a comprehensive pension provision for ARO;
    16. In collaboration with CO Financial Controller, oversee a comprehensive insurance provision for ARO;

    Procurement

    1. Oversee the functions and responsibilities of the procurement Unit;
    2. Ensure adherence to the Organisation’s procurement policies, rules, regulations, practises as well as donor requirements;
    3. Ensure the procurement goals are to achieve value for money for the organisation.

    Safeguarding

    1. Ensure that IPPF ARO has a risk management strategy and that risks are managed effectively by all staff and that the risk register is maintained and regularly updated and reported.
    2. To lead, to be responsible and accountable for the ARO’s office prevention, detection, management and reporting of fraud and safeguarding matters;

    Member Associations

    1. To ensure that financial risks related to restricted and unrestricted funds in MAs are identified and appropriate actions timely taken;
    2. To lead the financial capacity building of member associations

    Human Resources & Administration

    1. Provide support to the Head of RDO in managing HR and administration.;
    2. Ensure HR compliance with policies and procedures
    3. Develop and roll out Financial and HR policies and SOPs in compliance with IPPF rules and regulations in close collaboration with the People, culture, organisational development and administration manager

    Information Communication & Technology

    1. Ensure effective implementation of all Kenyan Data Protection Regulations as it affects ARO. Ensure the security and protection of ARO Data and information;
    2. Ensure IPPF Regional Office and Sub-offices have appropriate information and communication technology (ICT) systems;
    3. Ensure IPPF Regional Office and Sub-offices have appropriate information and communication technology (ICT) systems,
    4. Oversee and support the development of ICT and infrastructure at ARO to facilitate efficient communication between ARO staff and stakeholders;
    5. Provide leadership in monitoring the appropriate use of the infrastructure and equipment in the ARO office;
    6. Provide leadership in the proper use and management of the ERP system
    7. Undertake any other duties as requested by supervisor.

    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; places team agenda before personal agenda; 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.

    ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

    LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

    JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

    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.

    Education

    • Post-graduate qualification in Business Administration & Management (MBA/MSc) or equivalent standard of education/experience
    • A fully qualified chartered accountant – ACCA/ACA/CIMA/CPA (or equivalent standard of education)

    Work Experience

    • 10 – 15 years of post-graduate working experience. Broad experience in financial and operations management.

    Languages

    English and French are the working languages of the ARO. For this post fluency in English and French (both oral and written) is required. Knowledge of Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

    Other Requirements

    • Experience in working in a multicultural environment.
    • Willing to work outside standard office hours as required.
    • Willing to travel internationally – about 30 days a year.

    go to method of application »

    Procurement Specialist

    Responsible to: Head of Operations  

    Rank: C3

    JOB PURPOSE

    The Procurement Specialist is responsible for the procurement of goods and services and supporting improvement in logistics and procurement functions

    KEY TASKS

    Under the overall supervision of the Head of Operations;

    1. Develop, facilitate, implement, monitor and review procurement plans
    2. Manage the supply chain function at IPPF which includes procurement of goods, works and services
    3. Responsible for managing all procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practises and donor requirement
    4. Procure all materials and equipment ordered in a cost-effective and transparent manner in line with ARO and donor specific policies
    5. Liaise with suppliers to create realistic delivery schedule and compare actual deliveries in order to evaluate supplier performance and responsiveness
    6. Ensure that all order request purchase orders are tracked from point of planning and request through to final receipt. Regularly review update and share the databases and trackers to his/her supervisor
    7. Prepare the request for proposal (RFQ) and ITB relevant documents and reports for tender committee review
    8. Participate in evaluation of bids and proposal and make sure the bids evaluation report technical evaluation, minutes of negation’s and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendation made in the reports
    9. Ensure that proper procurement systems and procedures that ensure strict adherence to set policies under the overall finance and administration rules for the Regional Office and Sub-Offices
    10. Maintain a database on all procurement activities for Regional Office and Sub-Office and ensure purchases assets are registered in the inventory databases.
    11. Maintain and update suppliers list using the Supplier registration form
    12. Coordinate and facilitate the supplier pre-qualification process
    13. Ensure procurement files are accurate and records are in compliance to Procurement manual and donor policies, filing systems is properly established all soft copies and hard copies of procurement files and accessible and manageable by stakeholder
    14. Review Invoices and attached supporting document and submit for payment of suppliers to finance on a timely manner
    15. Review Invoices and attached supporting document and where necessary to submit for tax exemption request to Head of People, Culture & Administration.
    16. Responsible for ensuring that IPPFAR travel policies and procedures are well understood and followed.
    17. In coordination with Administration establish detailed requirements for office supplies, equipment and other goods required (for workshops and meetings)
    18. Ensure that requisite quotes are obtained from the list of approved suppliers and ensures that such purchases are adequately supported by LPOs, Invoices and Delivery notes
    19. Ensure all approved quotations are captured into the ERP in time and that LPOs raised are sent to the selected suppliers
    20. Ensure all suppliers/service providers invoices are scrutinized, recorded and promptly accounted for into the ERP
    21. To build and maintain positive relationships with all members of staff, and contactors both within and outside the Federation
    22. To undertake any other reasonable duties as may be requested by the supervisor.

    PERSON SPECIFICATION

    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; places team agenda before personal agenda; 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.

    ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

    2) Education           

    • Post-graduate degree in any of the following: – Commerce, Business Administration, Finance, Economics, Procurement and Supplies Management, or their equivalent qualification from a recognized institution
    • Post-graduate diploma in Purchasing and Supplies (CIPS)
    • Membership of Kenya Institute of Supplies Management will be an added advantage

    Work Experience

    • Five (5) years relevant practical procurement experience
    • 8 years relevant experience in procurement and/or financial management, administration preferably in an NGO.
    • Understanding of the local market, local legislation related to contracts, suppliers, contractors and business requirements and tax regulations, legal aspects of contracting and contract management.
    • NGO experience preferred with thorough understanding of institutional donors’ policies relating to procurement
    • Forecasting; Project management; Logistics information systems; Business strategy; Supply and inventory management Supply and demand planning.

    Languages

    English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. (Knowledge of Portuguese is an advantage.)

    Assessment

    Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

    Other Requirements

    • Competent working in a multicultural environment.
    • Willing to work outside standard office hours as required.
    • Willing to travel internationally.

    go to method of application »

    Administration and Human Resources Manager

    Responsible to: Head of Regional Director’s Office

    Department: Regional Director Office (RDO)

    Rank: B1

    JOB PURPOSE

     The Administration and Human Resources Manager is primarily responsible for providing professional HR technical support and advice to Senior Management, Departments, Units and MAs on human resources and administration in line with the ARO HR and organisational development strategy.

    1. KEY TASKS

    PERSON SPECIFICATION

    Under the general supervision of the Head of the Regional Director’s office, the incumbent is responsible for the following duties:

    Strategic Planning 

    1. Participates in the organisation planning process cycle and plays a critical role in determining the staffing requirements and structures
    2. Advises the Senior Management Team (SMT) on emerging capacity gaps in accordance with the evolution of the mandate of the organisation
    3. Advises the SMT on workforce planning, including implementation of succession planning and forecasting of human resources requirements during the strategic cycle
    4. In coordination with all ARO departments, develops coherent human resources strategies to support the implementation of the organisation’s mandate including recruitment and deployment plans
    5. He/she is also responsible for assessment of the workforce per function, skill, level, category, occupational group, gender and geography and for identifying the gaps and determining actions to respond to needs taking into account existing vacancies, projected changes due to retirements, end of projects or other departures from the organisation
    6. Advises SMT on the implementation of Organization-wide change and culture initiatives especially those that may have an impact on the organisational structure and human resources
    7. Reviews and advises the SMT that the HR policies, procedures and systems are aligned with the national laws and IPPF policies and strategic direction of the organisation; ensures their continued relevance
    8. Serves as secretary of SMT meetings and is responsible preparing and circulated their minutes.

    Budget Process

    1. Participates in the ARO budget development process and provides guidance and advice to the Senior Management Team on the human resources requirements, staffing table and organizational structure of all sections based on the guidelines of the annual budget reviews
    2. Ensures that expenditures related to staffing are within the budgeted staffing costs, and coordinates with the Operations department to ensure availability of funds
    3. Ensures the integrity of the staffing table as approved in the budget without discrepancy in departments and locations
    4. Advises hiring managers on loaning of posts between regional offices or departments and movement of posts and staff between locations according to projects or strategies
    5. Participates in the development of restricted project proposals and ensure salaries, benefits and related compensations are aligned with IPPF ARO policies and national laws
    6. Recruitment and staff selection
    7. Manages the selection and appointment process of highly competent candidates by advising managers on organizational policies and SOPs on the staff selection process, and ensuring compliance and required level of skills to conduct and document competency-based interviews for specific job openings, if required
    8. Facilitates the participation in expert panels to evaluate applicants for job openings
    9. Manages recruitment and selection related process in a transparent, consistent, merit-based and fair manner, complying with policies related to gender balance, geographic diversity, as well as enhancing both the management and staff awareness of these policies
    10. Develops new job descriptions in close collaboration with ARO departments, advertises them and guides managers on the selection process in line with IPPF ARO staff rules and regulations.

    Human Resources Management

    1. Advises and communicates to Senior Management and staff on Human Resources policies and practices and provides direction and coherence to all HR activities and systems of the organisation
    2. Supervises the process of knowledge/awareness building among programme managers, senior management and staff members with regard to the staff rules and regulations, and related guidelines in the administration of entitlements and their strict application by the HR Section, including consistent implementation of delegated authority
    3. Provides direction and advice on interpretation and application of policies, staff regulations and rules
    4. Works closely with Security Advisor to ensure a safe and healthy working environment; to ensure that all staff strictly observe IPPFARO Health and Safety regulations and in particular the protocol with respect to fire outbreaks and/or other emergencies and to take measures by amongst other things, alerting the Unit of observations made in respect of conditions rendering the office environment unsafe
    5. Monitors and evaluates the effectiveness of related guidelines, HR rules, regulations practices and procedures, and recommends revisions, where necessary
    6. Represents Senior Mission Management on a variety of joint staff-management advisory bodies, as appropriate
    7. Serves as primary interface regarding cross-cutting HR issues between ARO and the rest of the Secretariat
    8. Works with government authorities to get the status of non-local staff formalised (work permits and re-entry permits)
    9. Implements ARO’s policy and procedures on staff insurance, pension scheme, medical and other staff welfare benefits; to ensure that procedures in respect of termination the contractual relationship between ARO and staff are followed including the conducting of exit interviews
    10. Provides administrative support to the Operations department in the preparation of staff payroll
    11. Plays a proactive role of open communications, advisory services, and collaborative problem resolution
    12. Periodically conducts surveys of remuneration and benefits packages and recommend reviews thereof to ensure that IPPFARO remains a competitive employer
    13. Supports the SMT in the relocation of staff to different countries and ensure respect of IPPF rules and procedures.

    Performance Management

    1. Supports ARO in the implementation of the performance appraisal system and monitors its compliance, providing guidance and substantive support departments on standards for the development of individual work plans
    2. Coordinates the training and orientation programs of new staff and ensure that they understand the performance appraisal system and its management
    3. Counsels staff and managers in cases of under-performance and facilitates the implementation of a Performance Improvement Plan (PIP) or other remedial measures, when required.

    Staff Development 

    1. Advises on training opportunities for HR staff as well as staff in general giving particular attention to developing and implementing career development paths for all staff members
    2. Provides regular information on global vacancies and opportunities
    3. Develops and implements orientation strategy for newly recruited staff to understand and subscribe to IPPF policies, strategies, systems and processes
    4. Leads and coordinate staff development including in the development of an annual training plan based on a training needs analysis and learning needs from the Performance management.

    Capacity Building 

    1. Continuously assesses the skill, expertise and knowledge of the unit ensuring participation of human resources staff in relevant training programmes and designing individual on-the-job and group training programmes on specific subject matters in the area of human resources management, including in the use of HR IT systems (expense reports, performance appraisal system, ERP, etc).

    Administration 

    1. Supports IPPFARO management to maintain a workplace environment that is friendly and conducive to staff growth and development
    2. Builds and maintains positive relationships with all members of staff, and contacts both within and outside the Federation
    3. Maintains personnel files system with built-in measures to ensure the safety and security of these confidential records to protect the privacy of staff members. 

    Culture 

    1. Ensures the office culture is aligned with IPPF vision, mission and values
    2. Develops training programs and policies, roll them out and evaluate them on organisational culture change with a few to eradicate discrimination, racism and individual bias in the culture of the organisation
    3. Promotes diversity, integrity and respect in the workplace
    4. Ensures gender is effectively mainstreamed within the remit of the post and in line with IPPF Gender Equality Policy
    5. Develops training programs to enhance teamwork, team building and a safe working environment in IPPFARO
    6. Monitors progress and change and regularly reports on gaps and needed improvements.

    Administration of Justice 

    1. In coordination with interested parties such as the Staff Association, addresses and mitigates staff grievances with the purpose of resolving them at the lowest practical level
    2. Develops preventive activities such as training and sharing best practices and jurisprudence related to human resources management
    3. Manages safeguarding issues in close collaboration with the Head of Operations and the Strategy, Organizational Development and Governance department. 

    Staff and Management Relations 

    1. Develops an “open door” dialogue between the management and staff to discuss HR matters and related staff issues
    2. Meets frequently with staff representatives of the staff association to address issues affecting staff and coordinates meeting between staff representatives and the SMT
    3. Organizes, as necessary, general or specific meetings for the staff on issues such as HR aspects of the organisations, the status of organisational change and reforms and change management initiatives.

    Other 

    1. Develops a set of actionable and targeted change management plans, including coaching and training in order to implement the above responsibilities; reports on possible gaps and risks and recommends corrective actions
    2. Develops a communication strategy with a dedicated intranet page on HR issues and regular formal and informal meetings
    3. Maintains constant dialogue with the Head of Operations to deal with salary reviews and other issues linked to staff costs, entitlements and benefits
    4. In consultation with the Security Advisor, develops the ARO’s response to a natural disaster/incident with focus on anticipating, planning and coordinating the overall HR response
    5. In consultation with the Head of Operations and Supervisor, contributes to the development of contingency and business continuity plan for the Africa Regional Office
    6. To undertake any other reasonable duties as may be requested by the supervisor.

    Competencies

    PROFESSIONALISM: Knowledge of all aspects of human resources management with proven analytical skills; Demonstrated use of initiative and ability to interpret the Organization’s HR policies, procedures and practices and ability to apply them in an organizational setting. Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and achievements; 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

    PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and 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.

    LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

    TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; 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.

    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.

    CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

    JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; Gathers relevant information before making a decision; Considers positive and negative impacts of decisions prior to making them; Takes decisions with an eye to the impact on others and on the Organization; Proposes a course of action or makes a recommendation based on all available information; Checks assumptions against facts; Determines that the actions proposed will satisfy the expressed and underlying needs for the decision; Makes tough decisions when necessary.

    Education

    Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

    Work Experience

    • A minimum of ten (10) years of progressively responsible experience in human resources management, administration or a related area is required
    • A Minimum of 10 years’ experience in Human Resources Management and preferably in a large and complex international humanitarian and/or development organisation
    • Experience in providing strategic human resource guidance to senior management is required
    • Experience in the operational application of human resources management policies and practices is required
    • Experience in staff selection, talent management, and the administration of benefits and entitlements is required
    • Experience in organizational development
    • Experience in the use of a People soft based human resources platform is desirable.

    Languages

    English and French are the working languages of IPPF ARO. For the position advertised, fluency in English and French (both spoken and written are required). Knowledge of Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

    Other requirements

    • Subscribe to IPPF’s Policies, Mission, Vision, and values and IPPFAR’s procedures, rules and regulations
    • Ability to maintain a high level of confidentiality
    • Good IT skills.
    • Experience in working in a multicultural environment
    • Willing to work outside standard office hours as required
    • Willing to travel internationally – about 30 days a year.

    go to method of application »

    Security Advisor

    Responsible to: This position reports directly to the Regional Director, Senior Security Advisor (Global) provides technical guidance

    Rank: C3

    Deadline for Application: 30 October 2020

    JOB PURPOSE

    The role of the Security Advisor, SA, is to ensure the safety and security of IPPFARO personnel and property. The SA aims to enable IPPFARO to conduct its operations safely while driving compliance within global security strategy and standards. The Security Advisor will play a key role in implementing the security framework in which the Organisation will operate in response to the various contexts under the regional brief. With a mind-set driven by a duty of care to staff at all levels.

    2. KEY TASKS PERSON SPECIFICATION
    As directed by the Regional Director, the Security Advisor will be responsible for the following duties:

    Key Result #1 – Support the implementation of IPPFARO minimum operating security standards (MOSS) (50%).

    1. Evaluates and monitors the application of the security policy and procedures within the region;
    2. Creates a regional risk assessment, risk treatment plans, monitoring systems, and evaluates the consequences of risk and risk treatment plans;
    3. Leads security planning and organising for missions in the field, particularly in humanitarian settings;
    4. Monitors change in context across the region and triggers for mitigation;
    5. Provides timely reporting and alerts internally / externally on security issues at the regional, country and programme level;
    6. Overseas the provision of duty of care of all IPPF on duty travel, or embedded within Member Associations;
    7. Oversees and coordinates security plan updates, ensuring maintenance of realistic and current risk assessments, mitigation measures, and contingency plans;
    8. Ensures risk assessments for all new projects or emergency response locations are conducted accurately and timely;
    9. Identifies training opportunities for regional staff, and ensures staff has adequate time to engage in appropriate level training opportunities;
    10. 10. Reports on a Biweekly basis on all security matters; and
    11. 11. Provide in-country surge capacity for fields when required.

    Key Result #2 – Influence and Leadership (25%).

    1. Provides technical advice and support to the Regional Director, SSA, and occasionally where required to Member Associations on security issues, and its likely impact on visiting/ embedded staff and programmes;
    2. Trains, coaches, and mentors IPPFARO staff at all levels on integrated security and leadership development to strengthen their skills in their professional area.
    3. Develops and leads an internal regional security focal point network for coaching, peer support, and personal development; and
    4. Represents IPPFARO externally in security forums.

    Key Result #3 – Incident Management (25%).

    • Provides early warning updates and mitigation expertise to the Regional Director and the Senior Security Advisor;
    • Manages the incident impact on the region;
    • Monitors incident reporting;
    • Supports the RD, SSA with incident response, reporting and post-incident action and follow-up;
    • Conducts yearly drills and scenario exercises to build incident response capacities in the field; and
    • Advises MA’s during and after incidents.

    Competencies

    PROFESSIONALISM: Knowledge of NGO security management combined with a solid background understanding of other security organisations. Specialisation in the political and cultural contexts of the Africa region. Ability to deal effectively with stress factors when encountered in security management. Shows pride in work and achievements; 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. 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 organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts following 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 & ORGANISING: 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.

    LEADERSHIP: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.

    JUDGEMENT/DECISION-MAKING: Identifies the key issues in a complicated situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions before making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

    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.

    Education

    • Advanced university degree in social or political sciences, international relations, law or security-related field, is required.
    • A first-level university degree in combination with three additional years of qualifying experience in NGO security, military, police or security management may be accepted instead of the advanced university degree.
    • A first level of a university degree may be substituted with a diploma or certification from national police or military academy (for commissioned officers), which may be considered in combination with three additional years of qualifying work experience in an NGO, military, police or security management.
    • Certifications involving study, training, and examination in the field of security are desirable.

    Work Experience

    • A minimum of five years of progressively responsible professional experience in NGO, governmental, or corporate security risk management and operations at the international level is required.
    • A minimum of five years of field experience in an international context is required.
    • Experience in multicultural field operations in high-risk settings is desirable.
    • Experience with security frameworks in the context of evidence collection work is desirable.
    • Experience in cyber-security is desirable.
    • Professional work experience Africa Region is desirable.

    Languages

    English and French are the working languages of IPPARO. For this post fluency in English and French (both oral and written) are essential, while Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include a desk review, an assessment exercise which will be followed by a competency-based interview.

    Other requirements

    Willing to travel extensively internationally

    go to method of application »

    Administration and Logistics Officer

    Responsible to: Administration and Human Resources Manager

    Department: Regional Director’s Office (RDO)

    Rank: E2

    JOB PURPOSE

    This position is located in the HR Management Unit of IPPFARO Regional Director’s Office. The Administrative and Logistics Officer will report to the Administration and Human Resources Manager.

    KEY TASKS

    PERSON SPECIFICATION

    Within delegated authority, the incumbent of the post will be responsible for the following duties:

    1. Responsible for the administration of the ARO office;
    2. Coordinates and provides logistics support to conferences, workshops, meetings and all office internal and external events;
    3. Maintains the day to day logistical and administrative set up of the office by ensures that what is necessary for staff to work in a smooth environment is provided;
    4. Manages the office assets in collaboration with the office support;
    5. Responsible for the development, maintenance and update of the database of office assets;
    6. With the support of the office assistant, manage sthe procurement of goods for the office stationery, and other office items;
    7. Manage the stocks of the office electronically manages;
    8. Supports the ICT administration with IT supplies and advises him/her when there are issues with IT materials;
    9. Prepares the arrival of new staff members by dealing with all administrative and logistical arrangements, including transportation with the support of the office support assistant ;
    10. Identifies providers, implements and reports on special logistics operations;
    11. Provides and coordinates logistics support to security and health and safety components of the office;
    12. Drafts and coordinates logistical plans and other documents supporting the implementation of logistical operations as recommended by the security advisor and people culture and organisational development manager;
    13. Responsible for organising bids in collaboration with the operations department for office services such as cleaning and security;
    14. Supervises the work of the officer cleaners and works closely with the security guards;
    15. Administrates all initiatives to change and improve the office culture and organisational development as directed by supervisor ;
    16. Takes minutes, prepares briefing notes and administrative documents as necessary;
    17. Liaises and coordinates logistics support with all program departments in relation to the administration of transport units with the office support unit, such as transportation, communications, and procurement;
    18. Coordinates logistics requirements with host government entities;
    19. Liaises and coordinates all logistics support within IPPFARO;
    20. Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;
    21. Ensures that logistics requirements take account of gender-specific needs;
    22. Performs other duties are requested by supervisor.

    Competencies

    PROFESSIONALISM: Shows pride in work and in achievements. 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. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

    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.

    CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

    TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. 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.

    2) Education

    • Advanced university degree (Master’s degree or equivalent) in logistics, business administration, public administration, engineering, or another relevant field is required.
    • A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

    Work Experience

    A minimum of five (05) years of progressively responsible experience in logistics operations in military, commercial or international organizations, or related area is required.

    Languages

    English and French are the working languages of the ARO. For this post fluency in English (both oral and written) is required. Knowledge of French is desirable. Knowledge of Portuguese is an advantage.

    Assessment

    Evaluation of qualified candidates may include assessment exercise which will be followed by a competency-based interview.

    Other requirements

    • Experience in working in a multicultural environment.
    • Willing to work outside standard office hours as required.
    • Diplomatic skills and good interpersonal skills.

    Method of Application

    Learn how to get a job in any industry you want. Read 72 Hours to The Job You Love

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