Description of Duties
 

• Be the key point person in the Kenya regional office on emergency management and security updates/act as the Security Focal Point
• Perform security orientation for all staff members, including orientation calls with international staff before they reach their duty station
• Timely reporting of incidents occurring to staff
• Update and maintain the internal system for communication in case of emergencies
• Maintain appropriate systems and platform for gathering security information (through INSO, embassies, etc.)
• Work closely with the Country Director, Deputy Country Director, and IPA Headquarters to update the IPA?K approach to staff safety and security.
• Lead the revision and update of the IPA?K Security Policy
• Work with projects to identify potential risks in their respective locations and help design safety and security protocols

• Supervise procurement of goods and services required by IPA in line with IPA procurement policy
• Oversee the general implementation and continuous refinement of IPA’s procurement systems
• Coordinate with IPA’s clearing agents to ensure proper and expedient import and export from overseas and within East Africa
• Manage relationships with IPA’s suppliers overseas and within Kenya, including quality control of all goods purchased (on-site in Kenya and remotely overseas)

• Coordinate Office Administration: supervise the Administrative Officers and Assistants to ensure that IPA’s offices are managed efficiently. This will include, but is not limited to: overseeing adherence to office budgets, determining solutions to concerns raised by projects, and leading negotiations/relationships with landlords.
• Office management: Oversee the maintenance of an asset register, ensure the facility is managed properly, and ensure proper and cost effective maintenance of insurance policies.
• Field office set-up and supervision: lead the process of setting up new field offices as required by projects. This will include: selection of appropriate sites, lease negotiations and landlord relationships management, office security management.
• Vehicles and Transportation: lead creation and maintenance of vehicle pools, working with a team to ensure reliable drivers; work closely with administrative staff to ensure smooth billing for vehicles; support quality control and insurance audits for the vehicle pool
• Manage other IPA Administrative Services: examples include travel and visitors’ logistics, events planning/coordination and the maintenance of internal IPA-K communication systems.

• Work with the IT Director to coordinate the formulation, update, monitoring and implementation of information and communication technology (ICT) policies, regulations and procedures at IPA Kenya Office.
• Coordinate the provision of ICT support in the development and maintenance of the IPA databases and website as guided by IPA HQ
• Ensure all IT equipment are serviced and maintained as per the IT policy of IPA.
• Continually assess ICT needs at IPA Kenya Office and develop appropriate plans and budgets for addressing gaps

• Work with the Deputy Country Director to manage the acquisition of ethical approvals and research permits for projects
• Maintain relationship with internal and external ethical approval boards, and help identify new review boards as necessary
• Support projects to secure research permits and maintain a working relationship with the National Commission for Science , Technology and Innovation (NACOSTI)
• Support with filing and following-up with work permits applications for international staff as needed and ensure that an up-to-date database is maintained

• Minimum of Bachelor’s level degree in Business Administration or related field with at least 5 years of steadily progressing management experience; 
• Diploma in supply chain management is an added advantage.

• Experience managing the procurement lifecycle
• Experience in fleet management, warehouse management, local and international procurement and supply chain management, transport and security.
• Significant supervisory management experience, including managing direct reports
• Experience working within a complex organizational structure and managing work across multiple offices or field sites, spread across large geographic distances
• Demonstrated ability to manage multiple tasks simultaneously, and delegate effectively, including to remote staff
• Strong computer skills required – particularly in terms of using, creating, editing, and manipulating Excel files
• Excellent written and verbal communication skills

• Exceptional analytical and organizational skills, detail-oriented
• Team leader but collaborative
• Proven skills in negotiation and managing complex relationships
• Excellent communication and interpersonal skills
• Excellent networking skills
• Willingness to travel within Kenya for up to 40% of the time