Administrative Officer

Location:

Accra

Ghana

POSITION TYPE: Full Time, Local Hire

DURATION: 1 year with extension

LOCATION: Ghana (note that Project HOPE will not be covering relocation expenses)

POSITION TITLE: Administrative Officer

DIVISION: Global Health

REPORTS TO: Finance and Operations Director

Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.

BACKGROUND ON Ghana IHP

The purpose of the USAID-funded Ghana Integrated Health Partnership (IHP) activity to strategically contribute to the Government of Ghana’s strategies to reduce preventable maternal, newborn and child deaths, including stillbirths, and improve their overall health and well-being by 2030. Activities are expected to advance Ghana toward increased localization, strengthening the capacity of Ghana institutions and local organizations to introduce, deliver, scale-up, and sustain the use of evidence-based, quality MNCH, voluntary family planning, malaria, and global health security services. The project will increase access, utilization and quality of maternal and child health, family planning, malaria, and nutrition services to reduce preventable maternal, newborn and child deaths in northern Ghana.

Position Summary

Project HOPE seeks Administrative Officer to support the logistical processes of the Project HOPE Accra Office and the IHP activity. The Administrative Officer will be responsible for performing and coordinating all administrative tasks related to the IHP project, including providing administrative/secretarial support to the Chief of Party and other logistical and procurement support of the Accra Office. S/He will coordinate the standardization of processes, according to the outlines of Project HOPE and in fulfillment with local laws and government entities. Also, the incumbent will be responsible for receiving calls or visitors and directing them to the appropriate areas; and supervising the office, office supplies, office equipment, security, hospitality, cleaning and other related tasks.

Principal Responsibilities

• ADMINISTRATIVE DUTIES
  • Coordinate all general administrative management support for the Accra office and IHP activity.
  • Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
  • Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
  • Support with scheduling meetings (internal and external) as needed, take and share minutes of meetings, and assist with audiovisual equipment and set up for virtual meetings.
  • Coordinate all general administrative management support for the Accra office and IHP activity.
  • Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
  • Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
  • Coordinate drafting, translation, transmitting, and/or advertisement of all correspondence within Project HOPE Ghana and with donors and partners
  • Coordinate with and support local and international staff and partners with Visas, travel, work permits and other relevant admin and logistics activities
  • Assist with the creation and maintenance of secure systems for online documents sharing, record keeping, electronic approvals, vendor and other relevant systems.
  • Provide support to HR colleagues as necessary
  • Fulfil other duties and responsibilities as may be reasonably assigned by the HR Manager.
• PROCUREMENT AND LOGISTICS DUTIES
  • Support colleagues and units with initiating, documenting, tracking, and reporting on the procurement, distribution, and delivery of goods and services for the IHP activity.
  • Establish and maintain updated records of all procurement, logistics, asset inventory, movement, vendors and local procurement and logistics laws
  • Supervise office rentals contracts (Landlord/building issues), utilities, security, cleaning, hospitality, stationary supplies, and equipment maintenance, including identifying vendors and developing and enforcing performance schedules, inventories and proper operation of all items in the Accra office.
  • Ensure consistent and sufficient office supplies and maintenance of the Accra office
  • Provide support to logistics and procurement colleagues as necessary
  • Ensure all procurement documents are properly filed and all respective tracking tools correctly completed.
  • Ensure all Team members submit monthly procurement plans to enhance proper planning of goods and services to be procured.
  • Work with the Procurement & Logistic manager in preparing and submitting monthly, quarterly and biannual procurement reports.
  • Provide support to procurement processes by initiating purchase requisition (PR), request for quotations (RFQs) to vendors, and collecting original invoices for completed procurements.
  • Uploads procurement documents onto shared drive and share with finance to process payments.
  • Ensure all procurement documents are properly filed and all respective tracking tools correctly completed.
  • Ensure all Team members submit monthly procurement plans to enhance proper planning of goods and services to be procured.
  • Coordinates the distribution of goods to various project offices and manages the transportation of logistics.
  • Facilitate arrangements for visitors, meetings, conferences and special events.
  • Support Program with logistics arrangement for field activities. (i.e. Hotel accommodation vehicle rental etc)
    

Fulfil other duties and responsibilities as may be reasonably assigned by the HR and procurement Manager

Minimum Required Skills, Education And Experience

• Bachelor’s degree in business administration, logistics, supply chain management, finance or similar field.
• Minimum of 4 years’ experience in providing administration and logistics support preferably INGO.
• Excellent computer skills, including a strong familiarity with Microsoft office package (WORD, EXCEL etc).
• Working knowledge of digital accounting programs preferred.
• Strong understanding of USAID operations or international NGOs preferred.
• Excellent communication skills including working experience with high-level government and partner staff.
• English proficiency, both written and spoken.
  
  

Physical Demands And Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form.
  
  

Work Environment

• May experience the current weather while performing job duties.
• Typical office environment with exposure to a minimal noise level.
• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.
  
  

Application Process

• Due to the substantial number of applications we receive, only candidates who have met the required experience & qualifications for this position will be considered.

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