The International Foundation for Electoral Systems (IFES) is currently recruiting an Operations Coordinator for a two-year, FCDO-funded project entitled the Kenya Elections Support Programme (KESP). The program is expected to build upon electoral reforms previously supported by FCDO/DFID in Kenya to contribute to a credible, peaceful and inclusive 2022 general election in Kenya. The program will support:Meaningful electoral reforms early in the electoral cycle and effective coordination between relevant institutions;
Improvement on standards achieved in the 2017 election, and incorporation of lessons learned for more effective planning, management, strategic communication and stakeholder engagement to build public trust;
An enabling environment that leads to more women, youth and persons with disabilities (PWDs) turning out to vote and elected to representative posts; and,
Strengthened domestic election observation and monitoring.
Responsibilities
Operations Support:Assist with general office administration duties and filing of office documents and records
Responsible for the day-to-day management of all suppliers/vendors and managing all contracts/leases as well as vendor contacts.
Maintaining office supplies/stationery, maintenance of office equipment e.g. photocopier, printer, telephone system, etc.
Maintain office insurances and ensuring renewals are done on time, while also ensuring losses are reported on time.
Maintain a monthly operations tracker for the field office and update as needed with the field team
Liaise with KESP Country Director and other staff members such as the Director of Finance and Administration on all operational needs
Liaise with KESP field leadership to oversee preparations of all HQ staff/visitors, including board members
Working with the field program team, support in-country logistical set up of on-line, and if possible, in-person meetings between IFES and local partners e.g. booking of meeting space and ensure the required documentation is provided to Finance to pay out invoices, and needed back up documentation for events.
Assist with posting of Terms of Reference for consultants on IFES website
Draft procurement packages for the selection of local consultants and local vendors
Tracking of local consultant contracts and maintaining a tracker
Oversee proper maintenance and use of the IFES/KESP project vehicle and ensure that the paperwork is up to date at all times.
Together with the Country Director and Director of Finance and Administration, serve as the point of contact for IFES HQ security manager and ensure staff is informed of all security protocols and that they are adhered to
Other duties as assigned by Country Director and Director of Finance and Administration
Human Resources Support:
Manage IFES Kenya recruitment site/emails
Together with the Director of Finance and Administration, support the maintenance of human Resource personnel records by recording new hires, transfers, termination, changes in job classifications, merit increases etc.
Coordinate orientation of new employees and liaise with HQ IT to set up email addresses for new in-coming field staff
Responsible for maintaining local staff leave schedules and ensuring accuracy
Work with the Director of Finance and Administration to maintain and ensure staff medical cover is operational and settle any disputes that may a rise
In coordination with the Director of Finance and Administration, serve as the point of contact for processing of Work Permits for International Staff
Other duties as assigned by Country Director and Director of Finance and Administration
SKILLS and SPECIFICATIONS
Ability to remain organized while handling multiple tasks under tight deadlines;
Ability to complete tasks without supervision;
Excellent communication skills in order to be able to work with IFES program and administrative staff to identify and resolve issues.
Willingness to adhere to all principles of confidentiality.
Must value operating in a collaborative and cooperative environment.
Ability to show initiative, good judgment, and resourcefulness.
Ability to represent IFES at professional and governmental levels.
Education and Qualifications
Bachelor’s degree in political science, international affairs, communications or related field required or undergraduate degree with minimum of 4 years of experience.
Minimum 2 years of experience working with international NGOs.
Working level proficiency in Word, PowerPoint, and Excel.
Some experience in program management and supervisory roles (e.g., interns).
Familiarity with DFID regulations and reporting requirements a plus.
Job Requirements
Required education
Required relevant work experience
Required languages:
