Job title:\u00a0\u00a0Operations Associate
\nWork Location:\u00a0Dar es Salaam, Tanzania (with some travel to Malawi and Zambia)
\nReports to:\u00a0Country Director, Innovations for Poverty Action \u2013 Tanzania
\nOrganizational Summary:
\nIPA is an international non-profit research organization. Based in New Haven, Connecticut, with offices worldwide, IPA works with development partners and academic researchers to create and evaluate approaches to solving development problems, to communicate \u201cwhat works\u201d in development and to scale up successful projects in a variety of fields, including health, education, microfinance, governance and agriculture.
\nPosition Summary:
\nThe Operations Associate is responsible for\u00a0 coordinating operational, security, compliance, procurement, logistics, and selected human resources functions across IPA Country Offices in Tanzania, Zambia, and Malawi. This role focuses on ensuring efficient, compliant, and high-quality operational systems that enable strong research and program delivery across the three-country portfolio.
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\nThe Operations Associate reports to the Country Director in Tanzania and works closely with Country Office Finance and Research teams, and the IPA Global Operations Team. The role supervises and works closely with staff in Tanzania, Malawi, and Zambia.
\nEssential Duties and Responsibilities:
\nUnder the Supervision of the IPA Tanzania Country Director, the Operations Associate will be responsible for:
\n\u00a0
\nOperational & Management
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support the Country Director in the implementation of approved strategic and operational plans.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist in the development, documentation, and application of policies, procedures, and systems to strengthen financial and operational management across country offices.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support compliance with IPA global policies and help adapt operational systems to meet local regulatory and operational requirements.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Provide day-to-day support in capacity-building activities for staff on Human Resources, procurement, security, and general operational procedures.
\n\u00a0
\nCompliance, Legal & Regulatory support:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support coordination with local legal counsel in Tanzania, Zambia, and Malawi to help ensure compliance with applicable national laws, labor regulations, tax requirements, and relevant standards.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist in tracking country office registrations, permits, and statutory obligations, and help compile compliance updates for the Regional Director.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support the implementation and monitoring of health and safety compliance requirements across country offices.
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\nSafety and Security:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support the implementation of safety and security procedures in line with IPA Local and Global Security Policies and guidelines.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist in maintaining security contact lists, communication trees, and country-specific security documentation.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Help ensure security protocols are incorporated into operational systems and project procedures.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support the collection and sharing of security-related information and incident reports with supervisors and relevant teams.
\n\u00a0
\nHuman Resources & Administration Support:
\nSupport Country Office HR functions, including:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assisting with staff registration in payroll systems and with relevant government authorities.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Supporting the timely preparation and processing of payroll documentation.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Maintaining accurate and up-to-date staff information in HRIS.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ensuring staff files include signed contracts, valid insurance documentation, and acknowledgements of policies and procedures.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Supporting onboarding, offboarding, and staff records management across Tanzania, Zambia, and Malawi.<\/p>\n
\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist Country Offices HR and Administration teams in applying IPA policies and local labor law requirements consistently.
\n\u00a0
\nProcurement, Logistics & Asset Management support:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Source, manage, and maintain relationships with competitive and reliable regional and country-level vendors for supplies, transport, insurance, and staff benefits.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ensure all internal processes comply with IPA Human Resources, Safety and Security, finance and procurement policies and that complete documentation is maintained.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Coordinate with clearing agents and logistics partners to ensure efficient and compliant import\/export of goods within and across the three Countries.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ensure all country offices and projects maintain accurate asset inventories and that all assets are appropriately insured.
\n\u00a0
\nGovernment & Stakeholder Coordination:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Support working relationships with relevant government institutions, regulators, NGOs, and research bodies as required for project implementation and compliance.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist Country Directors and Research Managers in preparing documentation for research permits and operational approvals
\n\u00a0
\nOperations Governance & Reporting support:
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist in the preparation of operational reports, compliance documentation, and audit support materials.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Coordinate with the IPA Global Operations Team to support alignment with global operational policies and reporting requirements.
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Assist in tracking and preparing monthly and annual statutory filings in line with local requirements.
\nEducation and\/or Work Experience Requirements:<\/p>\n
\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Master\u2019s Degree in Management, Business Administration, or related fields
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 At least\u00a0 4-10 years of experience in a non-profit required
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Enthusiasm for developing systems in a growing organization at start-up phase
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Strong understanding of financial and tax regulations is preferred
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ability to maintain a high level of accuracy in preparing and entering information
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Analytical and problem-solving skills; decision making skills
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Effective written, verbal and listening communications skills in English and Swahili
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Attention to detail; good planning and organizational skills
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Well-developed interpersonal and communication skills; high degree of professionalism
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Computer literacy, specifically MS Excel for Windows
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Ability to manage staff (supervisory experience)
\n\u25cf\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Experience working within a complex organizational structure and managing work across multiple offices or field sites, spread across large geographic distances
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