Job Description

The Purpose of the position
The primary purpose of this position is to provide coordination and logistical support for all the operations of the Association. The position is supposed to coordinate the functions of the board committees, VOPES, and other stakeholders of the Association in order to have a smooth interaction for the implementation of the annual operational plans and the Strategic Plan overall.

Key Responsibilities

• Perform and coordinate administrative duties including timely management of AfrEA office operations including keeping proper documentation, maintenance of necessary electronic folders, a database of all members, records of members including payment of subscriptions, etc. Arrange transport, make travel arrangements for staff and guests of AfrEA, including accommodation, and catering as well as coordinate logistics for local and international conferences, workshops, meetings, and other social events including equipment requirements.
• Provide administrative and secretarial support to the head office of AfrEA by distributing all the necessary correspondences through surface mail, Google Listserve, and Telephonic Communications, receiving and sending all mails and parcels through courier services.
• Plan and prepare for meetings, appointments including sending out letters of invitation, following up on meeting attendees, and managing meeting logistics, this includes coordinating meetings, teleconferences, preparing agendas, sitting in meetings and drafting minutes, compiling, organizing relevant material, make arrangement for and troubleshoot audio/video connections and facilitate post-meeting follow-ups. This includes attending board meetings by invitation including taking minutes of AfrEA Board and Committee meetings. Attend and take minutes of any other meeting as may be directed by the board.
• Provided translation services during AfrEA meetings (Board and Committee) and also to social media and other digital platforms of the Association including the official website.
• In addition to acting as a focal person for membership and management of other stakeholders, the candidate will assist the Executive Director to do periodic reporting (monthly, quarterly, semi-annual and annual) for AfrEA Secretariat activities, compile and produce quarterly, other period and final reports to members, donors, partners, and others as and when required.

Required Skills or Experience

The Employee should have the following profile:

• Holding at least a Master’s degree in Business Administration, Economics, Social Studies, General Management, Project Management, Economic Development, or similar field, or equivalent experience;
• Proven 5 years of experience in the management of Non-Governmental organizations (NGO) and having experience in project management; exposure to Monitoring and Evaluation will be an added advantage;
• Capability to work under pressure and deliveries within a short period of time and sometimes under a crisis mode;
• At minimum you must be bilingual. Excellent written and oral communication skills in English and French. If you can speak Portuguese or Arabic, it will be even more advantageous;
• Ability to work in a team with diverse interests and viewpoints, different backgrounds from different regions of Africa in a multi-skilled environment;
• Excellent social media communication skills;
• Enthusiastic, can-do attitude with excellent attention to detail and effective follow-through
• on resolutions from meetings and directives from the Executive Director and the Board;
• Ability to understand and interprets the strategic plan into yearly operational plans and
• thereafter, preparation of action plans and their corresponding financial budgets;
• Knowledge of compliance laws and regulations in Ghana for international non-governmental
• organizations;
• Be a national of an African country/African by origin. A Ghanaian would be most preferable.