Company Profile

DKT Anglophone West Africa (AWA), is an innovative, adventurous and sustainable social marketing enterprise that improves people’s lives in Ghana, Liberia and Sierra Leone by contributing to raising modern contraceptive prevalence rate, reduce maternal mortality and provide safe quality options for HIV/AIDs prevention.  

Job Description

• Job title: Senior Officer – Support Services
• Department: Support Services Department

• Directly reports to: Manager – Support Services

• Provide general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
• Assist on managing office and staff logistics.
• Assist on secretarial and receptionist duties.
• Assist on administering personnel functions.
• Assist Support Services Manager.

• Assist with providing general administrative support such that the offices of DKT function smoothly and provide a professional atmosphere in which employees can succeed.
• Assist in the development and maintenance of administrative systems that allow for the most optimal and professional atmosphere. 
• Develop and maintain filing systems, paper and electronic, to audit-level standard.
• Maintain office facilities, furniture, and equipment up-to-date and in good working order.  Ensure offices are clean and functional, including pantry area.
• Control office stationeries, supplies and replenishments.  Maintain an up-to-date inventory at all times and maintenance log for equipment such as photocopier and facsimile machine.
• Provide administrative recommendations that lead to enhanced performance and outputs.

• Organize meetings and events inside and outside the DKT office. Arrange for venue, refreshments, audio-visual use/rental, invitations, and other components of the event.

• Perform secretarial duties including travel arrangements & meeting schedules 
• Serve as one of the key ‘voices’ representing DKT during primary contact, maintaining positive, professional relationships.
• Monitor reception of visitors.
• Make arrangements for business cards for staff and printing of project materials as requested. 
• Assist in the placement of advertisements and notices in local papers.
• Provide regular and ad hoc support to technical staff; such as document duplication, document compilation, light editing and formatting. 
• Assist other team members when workloads and circumstances require it.
• Assist in activities and events related to representation of DKT International.

• Evaluate and process all incoming servicing and maintenance needs for the entire fleet of company vehicles.
• Liaise and maintain relationship with TOTAL Ghana and all major servicing garages for fuel and vehicle maintenance purposes.
• Prepare monthly fuel and vehicle maintenance report.
• Monitor and supervise legal documentation covering vehicle road worthiness and licensing. 

• Assist SSD Manager in maintaining up-to-date employee files.
• Assist in the implementation of Personnel Policies and Procedures Manual.
• Assist in monitoring and managing staff leave and sick days.
• Assist in recruitment process for approved vacancies, staff training, placement, promotion, transfer and termination.
• Assist in administering staff benefits including health insurance and accident insurances.
• Assist in administering work permit and other permits, customs requests, visas, and licenses for l expatriate personnel and their eligible dependents, in compliance with the prevailing regulations

Other Duties:

• Perform other duties as assigned by your immediate supervisor. 
• Assure confidentiality in handling business related issues.

Work Guides and References

• Accounting Procedures and Policies
• Marketing Plan 
• Employee Handbook

Position Objectives

• Provide quality administrative support for the office, including the CD.
• Help to make office environment in which employees are happy to come to work.  
• Contribute to overall program goals.

Key Performance Indicators

• DKT sales targets
• Quality of office administration and services provided.
• Positive reviews of DKT Ghana by customers and partners
• Positive reviews of DKT Ghana by employees
• Effectiveness of personnel management system

Required Skills or Experience

Minimum Education

• Bachelor’s degree or equivalent 

Formal Training 

• Office management training
• Secretarial courses 
• Personnel management training

Work Experience

• At least 3 years’ experience in similar occupation
• Experience in international company

Skills and abilities

• Strong interpersonal skills
• Strong organizational skills
• Computer literacy
• Enthusiasm and initiative
• Writing & communication skills
• Flexibility
• Integrity and honesty
• Public Speaking