Company Profile

The Aurum Institute is a leading healthcare organisation that has been successfully battling the joint scourge of the HIV and TB for over 20 insightful years.

Job Description

The Aurum Institute is offering a great opportunity to suitably qualified and experienced persons to fill the under listed positions to contribute towards our mission to improve the health of people and communities through innovation in Global Health Research and Systems: Short term Administrative Officer Position- (4 month)

PURPOSE OF THIS ROLE
The short term position of Administrative Officer will lead the delivery of quality administrative services that enable staff to deliver on project operations. S/He is responsible for the smooth running of the day-to-day administrative duties and personnel support within the organisation reporting to the Finance & Operations Manager. S/he must deliver pro-active first level management and administration of the Aurum Institute office premises and staff, including support to procurement and maintenance of equipment, goods and security for specific administrative, operational and/or performance issues. This position is for a short tem period of 4 months, starting from March 01, 2019 to June 30. 2019.

TECHNICAL WORK RESPONSIBILITIES

The Administrative Officer will be the first point of call for all persons visiting the Aurum Ghana Office and provide effective and efficient administrative support and associated services to all departments of the country office. 

Responsibilities will include but not be limited to the following:

• Develop and implement appropriate administrative systems and associated services for office running. 
• Manage the diary of the Country Director and Management Team members in Ghana
• Follow-up tasks for the Country Director and Management including deliverables submission, information gathering, meeting and agenda management, email administration, routine reporting.
• Manage all calls to and from all offices, arrange teleconference calls and advise participants accordingly
• Set up and maintain electronic and hardcopy filing systems
• React to urgent requests / issues and contact the relevant officers 
• Provide ad hoc support to all project implementation teams in house and externally 
• Prepare travel arrangements including reimbursements for staff and other implementing partners when needed
• Plan and organize special events, workshops and meetings internally and externally with all relevant stakeholders including minutes taking and distribution.
• Gather, track, synthesize, and disseminate intelligence and other information regarding opportunities in the public and private sectors related to USG and relevant donors, foundations, corporations, and other bilateral and multi-lateral donors
• Support Finance & Operations Manager by preparing financial requests towards office running and in the preparation of reports and declarations to statutory bodies    
• Write administrative correspondence and reports to all partners and stakeholders under supervision of Country Director and management team as necessary
• Manage the administration of implementing partners and sub recipients towards effective project implementation. 
• Administer office petty cash and imprest account and process reimbursement requests of staff  
• Manage housekeeping related to daily office running, functions, meetings facilities as well as housekeeping staff 
• Liaise with ICT on the development and maintenance of intranet and internet connections. 
• Perform other tasks and responsibilities as may be required 

Office / Facilities Administration

• Meeting venue set up
• Stationary orders
• Office equipment management 
• Response to requests for documentation and information
• Word and Excel spreadsheet preparations for tracker forms
• Meeting notes and agenda preparations 

Required Skills or Experience

YOU MUST HAVE

Qualification/Professional Membership:
First university degree in business/public administration, business communication, financial management, accounting or other related field.

Work Experience

• At least 3-years of postgraduate, progressively responsible professional experience in similar administrative functions or related areas.
• Professional experience with an international development organization in Ghana 
• Proven experience working with donor funded projects such as Global Fund, USAID & PEPFAR 
• Proven success working within teams providing high-quality programme implementation and support to the health system in Ghana
• Have a proven ability to work without supervision.

Attributes / Competencies

• Communicate effectively both orally and written in English 
• Ability to work under pressure 
• Well organized and detail oriented 
• Report writing and presentation skills
• Time management skills
• Problem solving skills 
• Ability to relate to people from differing backgrounds
• Ability to initiate and maintain clear, concise documentation
• Have a thorough working knowledge of Microsoft Windows programs 
• Trustworthy and able to maintain strict confidentiality
• Efficient and strong at planning
• High level of team work

Personal Attributes

• Confidentiality 
• Adaptable, imaginative, innovative, enthusiastic 
• Good sense of humour