Career Opportunities at Ipas - 3 Positions

Job Description

Ipas works globally so that women and girls have improved sexual and reproductive health and rights. We believe in a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health. Reporting to the RM&E Advisor (Program Implementation) with a dotted reporting line to Program Advisor, the Research and Evaluation (RM&E) Associate is responsible for implementing and overseeing monitoring and evaluation activities, including development of work plans, coordination and tracking of all monitoring and evaluation (RM&E) activities and events carried out in-country. S/He provides support for data management and reporting. S/He makes regular field visits and is in constant communication with Country and sub-county contacts, service providers and CBO members to ensure Ipas receives data from these sources, and liaise with program team members for necessary support. This position is based at the Alliance field office in Kisumu.

• Ensures all sites, CBOs and provider data is collected, tracked and submitted to the RM&E Data Management team for entry in a timely manner
• Communicate with country-based counterparts to verify and validate all data files for RM&E, special studies and research
• In liaison with Health Systems Advisors and Field Coordinators, organizes for quarterly data review/feedback meetings with the County/sub-county Health Management Teams (CHMT)
  • With the assistance of RM&E Advisor (program implementation), conducts quarterly Data Quality Audit (DQA) to ensure that quality of collected data is meeting the desired quality standards
  • Support the sub-grantees in reporting based on Ipas Alliance and donor deliverables
  • Provides reporting tools to the sites and sub-grantees
• Works with regional support and in-country teams on program evaluations and original research through data collection tool development, qualitative and quantitative data analysis, drafting narrative for reports, creating tables and figures, and drafting materials for research dissemination
• Participate in RM&E country staff meetings and retreats
• Prepare annual personnel objectives and participate in semi-annual review processes
• Perform any other duties that may be assigned

Minimum requirement

• Bachelor's degree in Science/Mathematics (Statistics, Applied Statistics, Computer Science), Public Health, Demography, Monitoring and Evaluation or related field
• 5+ experience supporting Research, Monitoring and Evaluation
• Experience in supporting program/project monitoring, evaluation and reporting
• Experience in monitoring and evaluation of reproductive health programs
• Proficiency in use of computer packages such as MS Word, Access, Excel, Power Point and Outlook
• Proficiency in RME applications including SPSS/STATA/ EPI info

Ipas is an equal opportunity employer. We do not discriminate on the basis of race, color, national origin, ancestry, sex, sexual orientation, gender identity or expression, religion, age, pregnancy, disability, work-related injury, covered veteran status, political ideology, genetic information, marital status, or any other factor that the law protects from employment discrimination.

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Job Description

Ipas works globally so that women and girls have improved sexual and reproductive health and rights. We believe in a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health. The Finance Associate, Financial Accounting is a key staff within the finance unit giving daily support to the Senior Advisor Financial Accounting on day to day financial transactions and system updates; whilst ensuring that all the general ledger postings are posted to the correct work orders. S/He ensures general ledger codes and monthly reconciliations are done promptly for all general ledger codes including bank reconciliations. This position is a country-level position, which primarily works with a country-based team and collaborates with other technical units organizationally, as well as with a range of external partners and stakeholders. This position is based at the Alliance office in Nairobi.

• Support the Senior Advisor, Financial Accounting (FA) in reviewing of all transactions (local purchase orders, contracts, travel advances, payment requisitions, and retires) as delegated by the Finance Manager through the IPAS Africa Alliance SOPs to ensure SOPs compliance based at the Nairobi office
• Receiving invoices from vendors and program staff and capturing/processing same in the financial management system
• Works closely with the Associate, Management Accounting to ensure correct coding of the expenditures as they are posted in the financial management system.
• Processing of payment requisitions forms (PRFs) through the financial management system
• Support the Senior Finance Advisor, FA in generating monthly consolidated financial reports for management consumption; both in-country and for the Head office.
• Cashbook maintenance-ensure timely update of receipts, payments, transfers etc.
• Accruals determination as per IPAS accrual policy, capturing same and clearance in the Financial Management System
• Ensure continuous and timely review of all expenses in the GL and month reconciliations of each including the bank reconciliations
• Support the Advisor, FA in ensuring that all General Ledger (GL) postings are correct and are posted to the right work orders and GL codes
• Perform any other duty as may be reasonably assigned from time to time

Minimum Requirements

• Bachelor's degree in Commerce, Science or Business Management with specialization in Accounting or Finance
• Certified Public Accountant of Kenya(CPA-K)
• Registered and practicing member of Institute of Certified Public Accountant of Kenya (ICPAK)
• At least 5+ years experience in a similar role
• Prior experience working with an ERP

Preferred Requirement

• Excellent analytical skills
• Attention to detail
• Excellent communication skills
• Previous working experience working with an Enterprise Resource Planning (ERP) system

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

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

Minimum Requirements

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

Preferred Requirements

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