Company Profile

Options Health and Inclusion Ghana LBG is a subsidiary of Options Consultancy Services Limited domiciled in the United Kingdom. 

Job Description

• Programme Ghana Somubi Dwumadie (Ghana Participation Programme)
• Location Accra, Ghana
• Reporting to Programme Manager
• Liaison with Programme staff, Consortium Partners, Wider Options’ based London teams, External Stakeholders
• Hours 40 hours per week
• Annual Salary 90,000 GHC -110,000 GHC depending on experience.
• Type of contract Full time, Fixed Term Contract (until 31st March 2024)

• Stronger policy, leadership, resources and governance systems that respect the rights of people with disabilities, including people with mental health disabilities
• Scaled-up quality, integrated, disability inclusive community-based and recovery oriented mental health and social services
• Reduction in negative and discriminatory attitudes, behaviours and norms against people with disabilities, including mental health disabilities
• Evidence generated to inform policy, practice and enabling environment

1. Managing Programme Office
   • Scouting and identifying a long-term office space, under proper procurement standards and Options’ procurement policies, whilst engaging the Team Leader,
   • Programme Manager and Senior Programme Manager based in London as appropriate;
   • Leading the Asset Management of the programme including procuring all required office equipment, furniture and other necessities in programme office setup and implementation and adhering to relevant processes and policies. In addition this includes monitoring programme assets that are placed with implementing partners and maintaining the Asset Register for UK Aid scrutiny;
   • Ensuring that the appropriate support is given by the hosting Finance Manager;
   • Transport management, including negotiating car hire and management of the booking of programme vehicles as required according to safety and value for money principles;
   • Being the first point of call for staff welfare issues, referring issues to the Programme Manager and Team Leader as required and following up appropriately;
   • Ensure all office equipment and supplies are well stocked, available and in good condition;
   • Ensure that effective storage systems are adhered to
   • Responsible for the setting up, oversight and management of general maintenance and vendor service contracts for the office;
   • Manage the projects’ relationship with a designated IT support provider and ensure continuous internet accessibility in the office.
2. Coordinating Operations and Logistics
   • Supporting the Programme workstream leads to manage the day-to-day logistics and administration of the programme, including for all programme activities;
   • Organising national and sub-national meetings, including preparatory budget, ensuring supplier payments, acting as rapporteur where needed
   • Arrange for necessary visas permit requests (via partner organisation) and travel for staff and (national and international) consultants
   • Support logistical needs of the projects i.e. flights and hotels bookings for consultants and project staff
   • Reviewing workplans and budgets to ensure necessary logistical and financial management arrangements are in place for programme implementation on the part of the programme team and implementing partners, whilst upholding value for money;
   • Consolidating weekly and monthly activity plans from all workstreams for sharing with the financial hosting office;
   • Organising the procurement of vehicles, equipment and supplies in support of Ghana office and partner programmes, as well as related insurance coverage;
   • Supporting all recruitment arrangements, including preparation of, and contribution to, interviews (where relevant);
   • Support programme branding and marketing in line with donor requirements, under the direction of the Communications Manager;
   • Support the relationship management of partners, including preparation of TORs, contracts and budgets and on-going management of inputs and deliverables.
3. Financial Management
   • Support the Programme Manager to review, process and provide financial support to subcontractor and supplier invoices. The role will be responsible for sending invoices and forwarding to the financial host or London office for approval as Options policies and process.
   • Preparation of the Options’ monthly management accounts under the supervision of the Programme Manager
   • Reviewing consultant timesheets and processing consultant invoices
   • Development and management of programme budgets for workstream activities for forwarding to the Programme Manager;
   • Coordinating and assisting in monthly programme forecasts to the Programme Manager in order to support advance funding from London through the host office for programme implementation; inputs into annual budgets and forecasts for Options and consortium partners as required;
   • Ensuring activities are properly coded in line with the workplan and updating the actual expenditure by activity code on a monthly basis, for submission and review to Programme Manager;
   • Assist in the preparation of programme financial reports and budget projections for internal and external purposes, in liaison with Programme Manager / London Finance team;
4. Support to the Programme Management team
   • Using our agreed templates producing contracts for national staff and short term consultants as required
   • Contributing to the establishment of new and improved project management processes, policies and procedures
   • Working in conjunction with the Legal and Business Affairs Advisor on the construction of subcontracts for partners and host agencies as required
   • Ongoing contract and relationship management (subcontract, staff and consultants), coordination and alignment of contract and country budgets,
   • To support senior programme staff on identifying the need for remedial action where there are risks to the delivery of agreed outputs and objectives
   • Maintaining Human Resources and subcontractor contract files and financial trackers
   • To support the Programme Management team in documenting information and knowledge on all assignments. This includes documenting best practices and lessons learned and the dissemination both internally within Options staff and for external audiences.
   • To support the development of organisational materials
   • Support the Team Leader as required, including coordinating meetings across the team and wider consortium and partners/stakeholders

Required Skills or Experience

SKILLS AND ATTRIBUTES