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
How To Apply
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Note
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