IPA Operations Associate Job in Nairobi, Kenya

Innovations for Poverty Action (IPA)

Job Vacancy: Operations Associate – Field Office, Kenya

(1 Position)

Deadline to Apply: 25th July 2018

Start Date: 1st September 2018

Location: Nairobi

Duration: 1 Year (Renewable)

Eligibility: Position open to local Kenyan hires only

About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is an international non-profit research organization dedicated to discovering and promoting effective solutions to global poverty problems.

IPA works in partnership with development partners and academic researchers to create and evaluate approaches potential solutions to poverty problems using randomized evaluations in the fields of health, education, microfinance, governance and agriculture.

We also mobilize and support these decision makers to use these solutions to build better programs and policies at scale.

About the Position: The Operations Associate under the general supervision of the Deputy Country Director and within the limits of Innovations for Poverty Action-Kenya policies and procedures, will provide operations management support to the IPA-Kenya Country office.

S/he will work more closely with project teams to facilitate forward-planning for projects’ operational needs in line with IPA’s overall strategic operations and ensure compliance and acquisition of the necessary research approvals and permits.

Below is a list of some of the general duties and responsibilities.

Duties and Responsibilities:

Research authorization and Immigration Compliance:  50% – time coverage

1. IRB and other research approvals

  • Work with the Deputy Country Director to manage the acquisition of ethical approvals and research permits for projects.
  • Maintain relationship with ethical approval boards, and help identify new review boards as necessary
  • Support projects to ensure research approvals are up to date and renewals done on a timely fashion.
  • Work with Research Managers on closing out projects that have ended with the relevant ethics review board and NACOSTI
  • Work with projects in coordinating County approvals
  • Managing IPA licensing process with NACOSTI. This includes submission of regular progress reports on the active projects.
  • Ensuring relevant guidelines are up to date.
  • Work with Research Associates to ensure all field staff have received training on human subjects as required.
  • Reviewing IRB and NACOSTI applications to ensure compliance with the specific requirements
  • Updating project approvals on salesforce regularly.
  • Work with policy team on the dissemination of county updates.

2. Immigration

  • 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.
  • Work with the Deputy country director in ensuring all expatriates working in IPAK offices have the right documentation supporting their work in Kenya.
  • Maintenance of Expatriate Employee files.
  • Managing relationship with PWC.
  • Lead pre-arrival onboarding of both long term and short-term Expatriates expected to arrive in Kenya for the first time, this includes, overseeing their travel logistics and exploring on options.

3. Community Entry

  • Work with the relevant managers on community entry planning and outreach initiatives.

Safety and Security Management: 40%-time coverage

  • Close monitoring of the security environment, troubleshoot, explore, and adapt 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 SOP’s, as well as give necessary feed in to 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 platform for gathering security information (INSO, embassies, etc.), and represent the organizations in specific security forums.
  • Guide, adapt, and monitor implementation of security procedures and regulations.
  • Report and advise on repercussion 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.

Other responsibilities: 10%-time coverage

  • Participate in working groups as assigned by supervisor.
  • Management of IPA Kenya Resources folder, ensuring the table of contents is up to date and working with other departments on updating current information.
  • Lead safety and security and compliance onboarding of new staff members.
  • Google groups management as required.

Qualifications and Experience:

  • Bachelor’s Degree preferably social science.
  • Post graduate diploma or masters is an added advantage.
  • Proven experience or familiarity with Human subjects’ certification and research protocols.
  • Familiarity with proposal development and review.
  • Attention to detail.
  • Ability to work under a lot of pressure.
  • Ability to handle confidential information with discretion.
  • Excellent communication skills, both oral and written.
  • Can demonstrate having worked independently under minimal supervision
  • Demonstrate experience in working on compliance related issues.
  • Experience working with an international research organization will be preferred.

How to Apply

CLICK HERE to apply online

Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the Operations Associate. The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA

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Updated: July 23, 2018 — 9:44 am