Job Vacancy: General Services Officer at Care Ghana

CARE Ghana is excited to invite your applications for new job openings in our programs and operations. Not only do we offer exceptional opportunities for career growth for Ghanaians especially women and young people, but we are also proud to welcome talented people such as yourself into the global CARE community where our core values of Transformation, Integrity, Diversity, Equality and Excellence are the benchmarks against which we measure ourselves as leaders and employees

If you share these values and our passion for saving lives, defeating poverty, and achieving social justice, then CARE Ghana is the place for you. We hire and nurture great people from diverse backgrounds, abilities, and identities, striving every day and at all levels to build and sustain an inclusive workplace and a sense of belonging for our teams. Your wellbeing and satisfaction with your job in CARE Ghana matter as much to us as your performance.  Our compensation and benefits package are generous, and we offer flexible working conditions to enable you to enjoy life outside of work, and as part of our commitment to equity.

At CARE, we recognize that skills and expertise can come from a range of experiences from work and life, in addition to education or past job titles. As such, we welcome applications from dynamic, curious, and creative Ghanaians with a passion for learning and problem-solving.

Care Ghana is seeking to hire a General Services Officer.

Interested? If yes, please see the details of the job opening below:

The position holder will be responsible for the management of service level agreements for facilities and services in the Sub Office such as security and will provide regular feedback on services rendered. S/he is expected to work closely with peers and the Sub Office Operations Manager to identify areas where efficiencies can be improved and where outsourcing of administrative functions is possible.

The core areas of performance for this position are:

• Customer orientation
• Quality and timeliness of support provided.
• Observance of policies and procedures.
• Maintenance of relationships.
• Communication and interpersonal skills.

The Sub Office Operations Manager will report directly to the Sub Office Operations Manager.

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KEY RESPONSIBILITIES OF THE ROLE

Staff Management 

• General Service Officer will supervise the Admin Assistant, IT Assistant, Office Custodians, and Front Desk Attendant of the Sub Office.

Office Administration 

• Facilitate the implementation of CARE Ghana administrative policies and procedures in compliance with donor regulations.
• Propose system/process improvements and assist in the update of administrative policies and procedures where necessary.
• Assist the Sub Office Operations Manager in determining office equipment and supplies needed by the Sub Office.
• Responsible for safekeeping and maintaining a good filing system of hard copies and soft copies of offline procurement documents, asset management forms, warehousing documents, distribution reports, and other pertinent documents relating to the supply chain.
• Supervise the maintenance of CARE equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, vehicles, etc) through regular service contracts, as appropriate.
• Ensure regular office maintenance is completed in a timely and quality manner.
• Act as liaison with the security service provider and resolve issues that arise management of the sub-office.
• Ensure that all lease contract terms are adhered to.
• Ensure to keep proper records of items in the store and maintain adequate stock regularly.

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• Ensure regular supply of office consumables, and supplies and place orders as required.
• Monitor and initiate payments for all office-related running costs such as electricity, water, internet, phone connectivity, garbage disposal, etc.
• Work with the safety and security officer/focal point to ensure all safety measures or related protocols are adhered to in office management.
• Assist the Sub Office Operations Manager in the identification of opportunities for process and office management improvements and design and implement new systems.
• Always ensure the cleanliness of the office and compound.

Travel And Events Management

• Manage all internal and external bookings for meetings or accommodation.
• Oversee the coordination of all travel-related requests (eg; flight bookings, accommodation, and airport pick up and drop off).
• Ensure linkages with the safety and security officer/focal point for the initial security briefing.

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• Collaborate and work with travel and events service providers to ensure service is delivered timely.
• Review and ensure that requests for travel and event accommodations and related services are properly tracked; invoices are collected and payments for travel and events are completed in a timely manner.

Handles the Petty Cash and the Safe

• Keep the petty cash and pay/reimburse invoices and receipts according to the CARE Ghana petty cash policy.
• Receive project and travel advance refunds/reimbursements and issue official CARE receipts.  Ensure timely cash deposits in the bank accounts.
• Record petty cash transactions and produce appropriate reports on time.
• Account for all petty cash expenditures and prepare replenishment requests when two-thirds of the money is spent.

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