Job Description

Our client, a global health organization with the aim of improving the health of people in developing countries is looking for a well-organized and a proactive Administrative Officer to help with their operations in Ghana.

 ROLE PROFILE

The Administrative Officer will provide administrative support and assistance to the Human Resources /Administrative Manager.

 SPECIFIC DUTIES

Administration

• Assist in effective day- to-day office management systems.
• Book flights, arrange for transport and hotel accommodation.
• Schedule appointments, meetings and prepare meeting minutes
• Responsible for managing office supplies, cleaning services, contractors to ensure safe and efficient operations of the facilities and grounds.
• Lead the asset management function.
• Assist with paper and electronic filing systems and ensured they are properly structured and efficiently maintained.

• Support the human resources / administrative manager with the day to day operation
• Arrange for the collection of in-coming postage as well as out -going mail for the office.
• Support travelers logistically while they are deployed and follow up to ensure they have provided all required documentation for expenses.
• Assist in the planning of logistics for conferences, workshops and trainings
• Ensure that all official vehicles are roadworthy and have insurance coverage annually.

Procurement

• Prepare Request for proposal (RFP) and Request for Quotation (RFQ) documents
• Assist to develop annual procurement plan as per the annual work plan and budget.
• Review all requisitions and price quotation from vendors.
• Assist HR/ Administrative Manager in the preparation of bids and contracts.
• Assist with all procurement of goods and services for Ghana Social Marketing Program (GSMP) operations in the field and office consistent with policies and standard operating procedures

Human Resource Administration

• Work closely with various departments, assisting employees to understand policies and procedures;
• Assist with recruitment and selection which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates;
• Assist with development and implementation of policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management;
• Administer payroll and maintain employee records;
• Assist with HR planning strategies, considering immediate and long-term staff requirements;
• Plan and deliver training – including inductions for new staff

Required Skills or Experience

• A good first degree in business administration (Management Option) or related field
• 3-5 years’ experience in providing support at administrative level
• Must also have a background in human resources, procurement and administration
• Knowledge of standard office administrative practices and procedures
• Master’s degree is an advantage

 REQUIREMENT

• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Must have 90% communication skills
• Must have fair knowledge in business development
• Must have 40% knowledge in information technology
• Fair knowledge in finance, human resource, marketing and governmental issues

PERSONALITY COMPETENCIES

• Must have organizational and planning skills
• Information gathering and monitoring skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Must be initiative and a sense of confidentiality
• Must be team member and pay attention to detail and accuracy
• Must be able to adapt