Administration, Logistics, and Security Associate at Innovations for Poverty Action (IPA)

Duties and Responsibilities 

Administration and Logistics 

• Coordinate Office Administration: jointly supervise the Administrative Assistants to ensure that IPA’s offices are managed efficiently. 
• Scheduling work assignments across administrative staff, setting priorities for the department.
• Lead performance planning and management for the administrative team. 
• Take the lead on the Administration onboarding of new staff. 
• Regularly update the administration and logistics documents, policies, and procedures. • Plan and Coordinate Administrative procedures and systems and devise ways to streamline processes. • Office Space allocation management. 
• Organize and supervise office activities, including renovations, event planning, etc. 
• Keep up with organizational changes and new developments to be able to support from the administrative front.
• Manage other IPAK Administrative Services: examples include travel, vehicle management, visitors’ logistics, and maintenance of internal IPAK communication systems such as the internal Management contact email list. 
• Capacity building and training of the Admin team. 

Finance and Procurement 

• Developing and managing departmental Budget 
• Monitor Administrative Staff invoice registers and ensures submission of invoices to the finance department in a timely manner. 
• Auditing the invoice registers regularly to ensure contracted suppliers have been paid on time.
•  In charge of compiling running costs across all IPA-K offices and allocating them to funding sources accordingly. 
• Work with Procurement Associate in the procurement and management of all contracted suppliers and ensure they have valid contracts. 

Security and Occupational Safety and Health 

• Work with the HR and Senior Management to ensure that the organization is compliant with the Occupational  Safety and Health Act provisions in terms of compliance; training, audits, and committee meetings. • Act as Liaison with other departments to ensure compliance with the Act. 
• Screen incoming correspondence on the info-Kenya email and ensure critical and sensitive information flows to the appropriate persons in a timely manner, and follow up as needed. 
• Close monitoring of the security environment, troubleshoot, explore, and adopt new and/or additional risk-mitigating safety and security measures, suggest and advise on implementation and adaptation. 
• Support in providing updated strategic analysis of local political, and social context, analyze, and assess possible development and impact on current and new IPAK operations and environment.
• Act as a point of contact for staff to present their security and safety concerns to management in a formal (and if necessary confidential) way. 
• Perform security orientation for all staff members, including orientation calls with international staff before they reach their duty station. 
• Take lead in the development and annual revision of field office security plans, hereby fire, relocation-,  hibernation-, compound, and location evacuation plans and SOPs, as well as give necessary feed into country security plan – Lead the revision and update of the IPA‐K Security Policy and management of the weekly planner and risk matrix. 
• Update and maintain the internal system for communication in case of emergencies.
• Maintain appropriate systems and platforms for gathering security information (INSO, embassies, etc.), and represent the organizations in specific security forums. 
• Guide, adapt and monitor the implementation of security procedures and regulations. 
• Report and advise on repercussions for security breaches recorded. 
• Coordinate monthly security round tables for all staff based in different regions/offices.
• Management of the internal safety and security email account. 
• Oversee and guide management of security at the office. 
• Journey management for high-risk areas in liaison with Procurement and other stakeholders. 

QUALIFICATIONS AND EXPERIENCE: 

Required 

• Bachelor’s degree in a business-related field, preferably business Administration. 
• At least 3 years of experience managing staff. 
• Knowledge of working processes: procurement cycle, fleet management, etc. 
• Experience implementing security policies, procedures, and protocols. 
• Field-based security and crisis management experience. 

Required skills, qualities, and attributes: 

•  Demonstration of strong leadership skills 
•  Excellent word, excel and mail merge skills 
•  Fluency in spoken and written English 
•  Excellent communication and interpersonal skills 
•  Team leader but collaborative 
•  Ability to prioritize among many pressing issues 
•  Ability to work with minimum supervision 

Desired 

• Previous experience in an international organization.