Jobs at Independent Policing Oversight Authority (IPOA)

Ref: IPOA/HR/6/2022

Key Responsibilities/ Duties / Tasks 
Managerial /supervisory responsibilities

• Oversee the formulation, review and implementation of Finance,Records, Administration and ICT strategies, plans, policies andprocedures;
• Provide leadership in the operations of the Directorate;
• Provide guidance in the preparation and utilization of the Authority’sbudget;
• Spearhead the development and implementation of the Directorate’s annual workplan and procurement plan;
• Oversee compliance with all fiscal controls and statutory requirements in the Authority;
• Spearhead the design and implementation of internal controls in finance, accounts, ICT, records and administration.
• Oversee the preparation of financial statements, management accounts and expenditure reports;
• Oversee implementation of the ICT governance structure;
• Provide leadership in establishment of structures and systems for administration, records and asset management;
• Provide leadership, guidance, coaching and mentorship for the Directorate staff;
• Manage employee performance management and competency development plans in the Directorate.

Operational Responsibilities / Tasks

• Coordinate maintenance of records for the Authority;
• Coordinate preparation of management and statutory financial reports;
• Review and approve Directorate annual work and procurement plan;
• Coordinate implementation regulations, policies and procedures in the Directorate;
• Approve accounting transactions and bank instructions;
• Establish control systems and monitor compliance on Directorate operations;
• Coordinate management response to both internal and external audit queries;
• Provide advisory services on Directorate operations;
• Recommend allocation of system responsibilities and banking mandates;
• Provide secretariat services to the Board Finance and Administration Committee;
• Provide advice on Business services to the Management and the Board;
• Coordinate and chair the Directorate meetings;
• Review and approve Directorate reports;
• Mobilise resources for the Authority’s operations.
• Maintain custody of all logbooks and spare motor vehicle & motor cycle keys.
• Supervise and appraise direct reports.

Academic qualifications 

• Master’s degree in any of the following disciplines: - Business Administration, Financial Management or its equivalent qualification from a recognized institution
• Bachelor’s degree in any of the following disciplines:- Commerce, Business  Administration/Management, (Accounting/Finance option), or equivalent  qualification from a recognized institution
• Professional Qualifications / Membership to professional bodies
• Certified Public Accountant Finalist offered by Kenya Accounts and Secretaries Examination Board (KASNEB) or equivalent qualification from a recognized institution
• Certificate in either Corporate Governance or Strategic Leadership Development Program lasting not less than three (3) weeks from a recognized institution
• Registered with ICPAK or any other relevant professional body
• Familiarity with PFM Act, 2012, PFM Regulations, 2015 and International Public Sector Accounting Standards
• Certificate in computer application skills

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Ref: IPOA/HR/02/2022

Operational Responsibilities / Tasks

• Supervise the maintenance of records for the Authority.
• Supervise the preparation of management and statutory financial reports.
• Review and approve the department’s annual work and procurement plans.
• Coordinate implementation of regulations, policies and procedures in the department.
• Establish control systems and monitor compliance on departmental operations.
• Coordinate finance, accounts, records, and administration responses to both internal and external audit queries.
• Provide advisory services on departmental operations.
• Provide advice on finance, accounts, records, and administration to the Management
• Coordinate and chair the department’s meetings;
• Review and approve departmental reports;
• Supervise and appraise direct reports.
• Approve payments on IFMIS as Head of Accounting Unit
• Prepare concept notes and funding proposals for resource mobilization
• Review, certify and verify returns, documents, vouchers

Academic qualifications 

• Master’s degree in any of the following disciplines: - Business Administration, Financial Management or its equivalent qualification from a recognized institution.
• Professional Qualifications / Membership to professional bodies
• Certified Public Accountant III/Certified Public Secretaries offered by Kenya Accounts and Secretaries Examination Board (KASNEB) or equivalent qualification from a recognized institution
• Certificate in either Corporate Governance or Strategic Leadership Development Program lasting not less than three (3) weeks from a recognized institution.
• Registered with ICPAK or any other relevant professional body
• Certificate in computer application skills

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Ref: IPOA/HR/8/2022; 

Key Responsibilities/ Duties / Tasks 
Managerial / Supervisory Responsibilities

• Develop and implement administration and records management strategies, policies and procedures in line with the organizational strategic objective;
• Coordinate day to day operations in administration and records management.
• Coordinate employee performance and competency development plans in the unit.
• Develop annual budget, procurement plan and work plans for administration and records management services; 
• Establish mechanisms for implementing accountability structures and monitor performance in administration and records management operations.
• Supervise compliance with internal controls on transport, administration and records management.
• Prepare monthly returns on fuel, vehicle tracking, repair and maintenance, and mileage. 
• Coordinate establishment of structures and systems for administration and records management.
• Provide leadership, guidance, coaching and mentorship for administration and records management personnel.
• Supervise day to day operations in administration and records management in.
• Develop and implement training and awareness programs on administration and records management.

Academic qualifications 

• Bachelor’s degree in Public/Business Administration, Sociology or equivalent qualification from a recognized institution.
• Professional Qualifications / Membership to professional bodies
• Attended a Senior Management Course lasting not less than three (3) weeks from a recognized institution
• Administrative Officers Examination 
• Be registered by a relevant professional body.
• Proficiency in Computer Applications

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Ref: IPOA/HR/9/2022; 

Managerial / Supervisory Responsibilities

• Coordinate the development and implementation of ICT strategies, policies and procedures in with the organizational strategic objective;
• Coordinate competency development and knowledge management initiatives for leadership skills, technical and professional growth of ICT personnel
• Supervise implementation of established ICT business processes; 
• Develop and implement coaching, mentorship and succession planning programs in the department;
• Coordinate development and implementation of departmental annual budget, procurement plan and work plans; 
• Establish mechanisms for implementing accountability structures, monitoring of departmental performance, supervision and progress reporting of tasks.
• Coordinate the management and administration of the outsourced ICT services.
• Implement controls for the deployment and application of ICT personnel and equipment/resources.
• Coordinate the development and management of ICT contracts and service level agreements.
• Develop and implement ICT training and staff awareness programs.
• Coordinate operation of the information management systems, data analytics systems, networks, database and data security systems.
• Supervise the development of the ICT disaster recovery plan

Operational Responsibilities / Tasks

• Review and upgrade ICT Systems to meet the Authority’s needs
• Coordinate development of specifications for ICT software and hardware.
• Prepare departmental procurement plan for every financial year. 
• Coordinate vulnerability and system penetration tests
• Coordinate implementation of ICT Infrastructure and Connectivity solutions 
• Coordinate the implementation of information management systems
• Develop and submit timely ICT system updates and advisories. 
• Supervise spyware investigations for ICT equipment.
• Develop and submit ICT reports 
• Coordinate the day to day ICT operations in the Authority.
• Supervise and appraise direct reports.
• Preparing technical systems and user documentation
• Guiding on downtime procedures and business continuity to ensure that they are adopted successfully in their allocated local work area
• Providing technical support and training new users in the use of system/ICT facilities and systems
• Track and log ICT system process issues and incidents.
• Coordinate servicing and maintenance of all the Information Communication Technology equipment

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Ref: IPOA/HR/10/2022; 

Key Responsibilities/ Duties / Tasks 
Managerial / Supervisory Responsibilities

• Implement policies, strategies, manuals, plans, procedures and standards pertaining to procurement services;
• Lead in implementation of consolidated annual procurement plan for the Authority;
• Coordintae coaching and mentorship for the Departmental staff;
• Lead in employee performance management and competency development in the Department.
• Prepare departmental annual budget, procurement plan and work plans; 

Operational Responsibilities / Tasks

• Lead the procurement Officers in procurement processes;
• Coordinate implementation of Authority’s procurement policies and procedures;
• Coordinate implementation of consolidated annual procurement plan for the Authority;
• Record proceedings of Departmental meetings;
• Prepare procurement requisitions for effective procurement operations;
• Provide briefs on implementation of procurement plan to the Head;
• Prepare procurement operational work plans for approval;
• Consolidate procurement data and information for quality statutory reports;
• Prepare annual budget, work plan and procurement plan;
• Guide procurement teams on stakeholders’ engagements in procurement activities;
• Prepare activity, monthly, quarterly, bi-annual performance and Annual reports for the Department;
• Supervise and appraise direct reports and identify their training needs

Academic qualifications 

• A Bachelor’s Degree in procurement/ Purchasing and supply or social sciences or equivalent qualification from a recognized institution.

Professional Qualifications / Membership to professional bodies

• Diploma in procurement/supply chain management from a recognized institution
• A member of Kenya Institute of Supplies Management (KISM)
• Certificate in computer applications skills