Here is a new career opening at WSUP. WSUP is seeking to hire an administrative assistant.
This is a great opportunity to be part of a dynamic organisation with the scope to make a significant contribution to the entrepreneurial and innovative culture of WSUP. You will work closely with the team that delivers diverse projects and also ensure that the support services function in the Ghana office are responsive and efficient.
The Administrative Assistant reports directly to the HR and Support Services Officer in Ghana. This is a varied role, responsible for providing administration support to the programme team.
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- Application deadline: 15th March 2024
- Interview: 5th April 2024
- Salary: GHS 54,391- GHS 56,576 per annum, plus transport allowance, medical cover and life assurance.
- Reports to: HR/Support Services Officer
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Overall purpose
The overall purpose of the Administrative Assistant is to deliver administrative services to a high standard to support the Ghana team, under the direction of the HR/Support Services Officer, facilitating day to day activities.
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Main responsibilities & tasks
Administrative Support
- Provide day-to-day secretarial support to the Ghana Programme Team, including scheduling meetings and taking notes.
- Responsible for registering incoming and outgoing documents to ensure they are safely stored and archived.
- Maintain correct filing of all WSUP internal administrative documents and external communications with relevant government entities, thereby keeping WSUP Ghana compliant.
- Administrative support where required during the procurement process for materials and office supplies.
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- Draft correspondence using existing templates and record minutes of meetings and events when requested.
- Support the HR/Support Service Officer to implement administrative procedures to streamline Ghana operations.
- Raise issues with logistical and administrative processes with line manager for quick resolution.
- Perform any other administrative task that may be required by the HR/Support Officer and Country Manager.
Facilities Support
- Log facility, maintenance, and H&S issues with building management and follow up with unresolved cases when necessary.
- Monitor stock and liaise with the HR/Support Officer in requisitions and payments for goods, services, materials, and office equipment, as well as various consumables to maintain best value for money.
- Distribute office supplies and consumables to employees, ensuring that all inputs and outputs are recorded.
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- Respond to and screen all incoming calls, general emails, and queries.
- Act as a first point of contact to external visitors.
- Monitor services for general office cleaning and maintenance and raise any identified issues with the HR/Support Officer.
- Organise couriers, collect and distribute post.
- Check communication tools in the office are functioning satisfactorily, including telephones and internet.
- Check and arrange for the payment of ECG prepaid, water bill and contact their offices to address any issues that may arise.
Travel and Logistics
- Support the HR/Support Officer and book accommodation and/or domestic flights for staff after approval.
- Help coordinate the planning of events, workshops and meetings, ensuring communication kits and any accessibility issues are managed well for external and/or hybrid meetings.
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Required Skills or Experience
Evidence that applicants meet the essential criteria will be assessed by the following methods: Application (A) Interview (I), Test (T), as indicated below.
Essential
Qualifications and experience
- Proven experience as an administrative assistant, executive assistant, or similar role, preferably in an international organization (A)
- Relevant experience in administration, logistics and programme support (A)
- Good communication skills (I)
- Must be a person with initiative and high moral integrity (I)
- A good and supportive team player (I)
Knowledge
- Working Knowledge of Microsoft Office Word and Excel (A, T)
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Skills and abilities
- Good organizational and time management skills: effective time management and ability to prioritize and plan own work to meet deadlines (I)
- Ability to deal proactively and tactfully with others (I)
- Ability to work both on own initiative and to play an active role as a member of the local programme team (I)
- Ability to write in a clear and concise manner and to communicate effectively (I)
Other
- Commitment to the mission, vision and values of WSUP (I)
- Absolute adherence to WSUP’s policies on Safeguarding, Health & Safety and Business Ethics and lead on these by example (I).
- Must be based in Accra (A)
Desirable
- Previous experience working with organisations similar to WSUP or with international NGOs and consultancies (I)
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How To Apply: New Career Opening at WSUP
The full job description can be found below.
To apply for this position, go to https://www.wsup.com/vacancies/ to upload your resume and cover letter.
Please note: This job is based in Accra-Ghana. Applicants must have the right to work in Ghana at the time of application. Please do not apply if this is not the case.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. WSUP also participates in the Inter Agency Misconduct Disclosure Scheme.
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