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

• Location: Accra
• Deadline to apply: July 4, 2017
• Desired start date: August 1, 2017
• Employment Duration: 4 months
• Job code: TAA-FOG-1962017

IPA Ghana seeks a qualified Administrative Assistant to be based in the Accra office for a period of four (4) months. The Administrative Assistant will report to the Office Manager in Accra.

Responsibilities
The Administrative Assistant will be responsible for performing the following tasks:

Administrative

• Assist the Office Manager in the running of office operations
• Welcome visitors to the office and manage the IPA office phone
• Supervise and train Office Assistant
• Coordinate the filling and submission of replicon timesheet for Office Assistant
• Arrange transport and accommodation for visitors and traveling staff
• Periodically assist the Office Manager to recruit short term staff for projects, including processing and filing short-term contracts
• Conduct office tours for new staff and interns, and assist with onboarding as directed
• File documents as directed by the Office Manager
• Assist with inventory management and stock-take as assigned
• Provide logistical and administrative support to project teams as and when required
• Support the management of petty cash
• Monitor the stock of office supplies and stationaries, and purchase additional items as needed
• Prepare Finance and Procurement requests for country office purchases and utility bills
• Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers
• Prepare activity budgets, as assigned by the Office Manager
• Coordinate logistics for staff meetings, conferences, office lunch and other fun activities
• For field office vehicle(s) (where applicable), track maintenance needs, manage rental requests, prepare project bills, and track mileage
• For rental vehicles, manage rental requests and prepare payment requests
• Provide regular updates to the Office Manager and the Operations Manager
• Perform other duties that may be assigned

Procurement

• Support all procurement related activities relating to processing of requests and collection of invoices for the office and projects run out of the office
• Review documents for completeness and accuracy, follow up on discrepancies with the initiating project team and identify available suppliers for each requisitioned item
• Update staff on procurement requests
• Monitor and manage vendor database
• Correspond with vendors regarding prices, product availability and delivery
• Coordinate with project teams to monitor performance of vendors
• Ensure that goods purchased are to specification in terms of quality, quantity and delivery and advise on those suppliers who fail to meet specifications

Required Skills or Experience

• A minimum of an HND in Business Administration, Management Studies or related field. Bachelor’s Degree is preferred.
• Prior experience performing a similar role is a plus;
• Experience working with an NGO is an added advantage;  
• Good working knowledge of Excel and Word;
• Ability to maintain confidentiality of procurement and financial information;
• Ability to comply with standard practices, regulations and statutes;
• Ability to communicate effectively in English;
• Good time management and interpersonal skills;
• Well organized and willing to learn;
• Attention to detail.