Company Profile

Innovations for Poverty Action (IPA) is a United States-based non-profit organization dedicated to discovering, and promoting effective solutions to global poverty problems. IPA designs, rigorously evaluate and refines these solutions and their applications together with decision-makers to ensure that the evidence created is used to  improve opportunities for the world’s poor.

Job Description

• Reports to: Operations Manager
• Location:  Accra
• Length of Commitment: 2 years Renewal
• Desired start date: as soon as possible
• Deadline to apply: 15 May, 2016
• Job Code:  OM-FOG-25416

Position Summary
The Accra Office Manager (OM) will manage and oversee the smooth running of the Accra office. Specifically, he/she will provide support in the areas of Office Management, Human Resources, and Procurement.

This position is based in Accra. The Accra Office Manager will report to the Operations Manager and will supervise an Administrative Assistant, an Office Assistant, and a Kumasi-based Security Guard.

A two-year commitment for this position is required.

Job Description
The Accra Office Manager will:

Office Management:

• Coordinate the payment of utilities and other repeat payments;
• Manage the usage of the office vehicle;
• Generate monthly projections of administrative expenses for the Accra office;
• Track and approve administrative expenses for the Accra office, and reconcile on a monthly basis;
• Support the coordination of special events inside and outside the office;
• Arrange regular office-wide meetings, take and share notes;
• Assist with inventory  and equipment rentals for the Accra office;
• Support the onboarding of new staff;
• Oversee the periodic maintenance of the Accra office;
• Ensure the implementation of safety and security policies and procedures as directed by the Operations Manager;
• Manage the administrative assistant and office assistant;

Procurement support:

• Prepare technical specifications for request for proposal, including terms, conditions and evaluation criteria;
• Prepare and develop bid documents, supplier bid lists to obtain competitive quotations on goods and services;
• Work with suppliers to obtain quotations, and direct other IPA staff in obtaining quotations;
• Review tenders and purchase award documentation with respect to quality, suitability, delivery and pricing;
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;
• Expedite outstanding purchase orders to ensure delivery requirements are met;
• Coordinate and resolve problems with suppliers;
• Ensure that all procurement is in compliance with regulations and laws related to procurement practices and in accordance with IPA standard practices;
• Ensure that the vendor database is regularly updated and used in the selection of vendors;

Human Resources Support:

• Manage the processing of short term staff contracts;
• Assist with the filing of employee records;
• Other activities to support the HR Associate;

Other Duties:

• Perform other duties as assigned.

Required Skills or Experience

It is required that candidates have;

• A bachelor’s degree in Business Administration or a related field;
• Strong computer skills including high proficiency in Word and Excel;
• Demonstrated experience in office management;
• Very high level of proficiency in English; strong oral and written communications skills;
• Demonstrated ability to work successfully with diverse constituencies;
• Good interpersonal relations;
• Ability to  work efficiently, accurately and independently;
• A self-starting mindset
• Excellent organizational skills
• Strong attention to details
• Ability to adjust to changing deadlines;