Administrative Assistant

Key Responsibilities:

Office Administration and Coordination:

• Oversee day-to-day administrative operations of the AHF office and ensure a functional, well-maintained working environment.
• Provide administrative support across departments and ensure timely communication and coordination of office activities.
• Support the Finance Officer in personnel administration tasks such as attendance tracking, leave management, and maintaining staff files.
• Maintain accurate and up-to-date office documentation, correspondence, and filingsystems (both electronic and physical).
• Coordinate meetings, training, and staff welfare activities including logistics arrangements within the office.
• Ensure adherence to AHF administrative and HR policies, procedures, and internal control systems.
• Manage AHF Ghana Office front desk, including effectively managing visitors.

Human Resource Administrative Support:

•  Support HR-related functions including recruitment logistics, onboarding, maintaining up- to-date staff files, and attendance tracking.
• Manage leave records and ensure accurate data is shared with the HR department.
• Support the preparation of HR reports and assist with performance appraisal documentation.
• Facilitate internal staff communication and welfare-related initiatives.
• Maintain confidentiality and integrity in handling employee records and information.

Office Property and Facilities Management:

• Ensure proper maintenance and functionality of office premises, furniture, and equipment.
• Coordinate routine repairs, maintenance requests, and service provider visits.
• Manage contracts for security, cleaning, maintenance, and utilities, ensuring timely renewal and compliance.
• Track and maintain the office asset register, ensuring proper tagging, movement tracking, and record updates in collaboration with the Operations Officer.
• Support the Finance & Operation Officers with insurance documentation and asset verification exercises

Office Inventory and Supplies:

• Manage office supplies, stationery, and consumables, ensuring adequate stock levels and timely replenishment.
• Maintain stock records and ensure monthly reconciliation of issued items.
• Prepare and submit monthly inventory reports and ensure proper documentation of all movements using standard forms.
• Ensure accountability and cost efficiency in the use of office materials and consumables.

Financial and Bookkeeping Support:

• Act as the petty cash custodian, ensuring accurate record keeping, reconciliation, and timely replenishment.
• Coordinate with Finance Officer to ensure timely processing of payment requests for utilities, rent, and other service provider invoices in accordance with financial procedures.
• Maintain proper filing of administrative and financial support documents for audit readiness.
• Support preparation and monitoring of the administrative budget, highlighting any variances for management attention.

Office Safety and Security:

• Support enforcement of safety, health, and security measures in the office environment in collaboration with the Operations Officer.
• Liaise with contracted security and cleaning service providers to maintain order and hygiene.
• Report any incidents or risks affecting staff or property promptly to the Finance & Operations Officers as relevant.

Other Duties

•  Perform any other related duties assigned by Management to ensure effective administrative and HR support to the Country Program.

Qualifications, Education, and Experience:

• Bachelor’s degree in business administration, Management, Human Resource Management, or a related field.
• At least 3 years of experience in office administration, HR, or administrative finance roles.
• Experience working in an international NGO preferably operating in HIV/AIDS, healthcare delivery systems, or related fields.
• Should have adequate knowledge of computer applications, especially MS Excel & MS Word, and Internet Explorer skills, plus basic knowledge in usage of Accounting Software.
• Communicate efficiently and effectively both verbally and writing with good command of English language.
• Ability to execute both verbal and written instructions.
• Ability to manage time effectively, meet deadlines and maintain quality.
• Flexible, proactive and able to organize work independently with minimum supervision
• Good interpersonal interaction skills and keen to work with good team spirit

Applications to be sent on or before 20th February 2026. AHF is an equal opportunity employer

Location: Accra

Salary: Attractive