Job vacancy for Administration Assistant

Job Title

Administration Assistant

Organisation Levels

mothers2mothers -> m2m Ghana -> Country Management Unit

Location

Accra - Accra, GH (Primary)

Type of position

Fixed Term Contract

Education

Diploma

Closing Date

27/7/2022

Job Description

M2m Ghana is implement an Integrated RMNCH/ECD program in two regions in Ghana working with two facilities in Ghana. M2m Ghana seeks an Administration Assistant who will provides office support to the Technical Specialist/Country lead, front office, logistical and general administrative support service for Ghana program. The incumbent will report directly to the Finance and Administration Officer. The position is based in Accra, with frequent travels to the site offices.

Key Performance Areas:
Support project implementation; 

• Assist in organizing workshops and meetings
• Assist the program team in their daily tasks

Reception and front office assistance 

• Ensure office orderliness and professional appearance (front desk);
• Assist in screening of staff and visitors and keeping records of temperatures using the m2m COVID-19 protocols
• Receive all visitors and telephone calls and direct them as necessary;
• Manage the message facility, retrieval and recording of the messages
• Take messages as needed and promptly e-mail to recipient with callers name, contact information and purpose of call

General office administration 

• Take minutes at administrative team meetings and ensure that proper record keeping is taking place and maintained
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Prepare boardroom and data projector for presentations
• Printing and copying
• Maintain office records and maintain basic administrative tracker logs
• Check any maintenance, repair or item/equipment replacement needed for the Finance and Administration Officer and to arrange for repair or replacement 
• Maintain an up-to-date contact list for the project
• Track utilisation of office consumables and stationery and order consumables when needed with close liaison of the Technical Specialist and Finance and Administration Officer
• Other tasks as agreed with the Technical Specialist and Finance and Administration Officer.
• Receive and check that deliveries from suppliers are complete, match documentation, and are not damaged
• Make deliveries of project materials, files, office supplies and equipment
• Assist in asset management by updating asset registers, tracking transfer of assets, labelling new assets, and asset disposal
• Assist in stock management by updating stock registers with purchases, deliveries, organising and securing stocks, documenting stock usage, performing monthly stock counts
• Assist in branding/marking of required items

Job Requirements

Qualifications and experience

• Minimum HND or Bachelor’s degree in Administration, Finance or its equivalents
• 2 years' relevant experience preferably in administration role
• Sound understanding of general procurement processes
• Demonstrated experience providing administrative support to a multi-disciplinary team spread across different geographic locations 

Competencies required

• Sound computer skills (Word processing, spreadsheet and database)
• Conversant in English (oral and written)  and at least one (1) other African language 
• Good record keeping skills
• Ability to work under pressure and multitask
• Good planning and organizational skills 
• Attention to detail 
• Pro-active working style

HOW TO APPLY: Apply Here