Action Aid Ghana Jobs: Administrative Officer

Action Aid is an international anti-poverty agency working in over 40 countries, taking sides with poor people to end poverty and injustice together

Job Description

Job Summary:
Reporting to the Human Resources Manager, the Administrative Officer is responsible for coordinating administrative support at the Accra office of ActionAid Ghana (AAG)

Key Responsibilities:
Manages common services (contracting, sub-contracting, etc)

Help to identify appropriate contractors/sub-contractors
Drafts contract agreements for contractors/sub contractors
Negotiates contract fee and terms
Monitors and supervises contract to ensure adherence to contract terms/standards
Maintains and annually updates contractors/consultants database
Co-ordinates Procurement
Leads in identification of service providers in accordance with organisational policies
Reviews service providers’ list annually
Ensures adherence to procurement procedures
Ensures efficient use of transport and utilities
Collects and collates data on transport and utilities
Monitors utilities usage to avoid waste
Educates staff and ensure use if energy saving gadgets
Analyses administrative costs and advises on efficiency measures to ensure value for money
Leads the planning and budgeting for Accra Office activities to ensure value for money
Compiles Price list to facilitate annual budgeting
Maintains and periodically updates organisation’s assets register and insurance polices
Ensures coding of new assets acquired
Maintains and revises data on staff insurance and medical services
Educates staff on insurance policies
Liaise with Insurance Broker to process claims
Ensures effective organisation of meetings/conference/staff recruitment
Liaises with Country Director’s Personal Assistant to provide logistic support for Board of Directors meetings
Ensures procedures in disposal of boarded machinery and other equipment
Co-ordinates local/international travels of staff and other stakeholder
Co-ordinate local/international travels of staff and other stakeholders
Processes visa for staff, board members, partners and other stakeholders
Arranges appropriate means of transport for travels
Reviews and updates AAG’s administrative instruments periodically
Responsible for the renewal of organisation’s statutory documents
Contacts:
Internally: Country Director, Programme Managers, Finance Manager, Human Resources Manager, Thematic Policy Advisors and AA staff generally nationally and internationally

External: ActionAid Ghana Partners, Peer NGOs, Service Providers and other Stakeholders
Required Skills or Experience

Competencies:
Knowledge

Bachelors degree in Business or Public Administration with at least 2 years post-qualification working experience preferably in a Non Governmental Organisation
Behavioural:
Leadership, planning; self organisation, initiative, integrity, judgement, results orientation, problem analysis, oral communication, written communication, team-working, self document, listening, learning, gender awareness and sensitivity

How To Apply

To Apply: Applicant should collect Application Forms from ActionAid Ghana offices in Accra, Tamale, Sunyani, Zebilla, Kadjebi, Tumu. Or download Application Forms from the AAG website: www.actionaid.org/ghana or apply online. Curriculum Vitae (CVs) are NOT acceptable

Completed Application Forms should be returned to:

The Head of HR/OD
P. O. Box AN 19083
Accra-North

Tel: 0302-764931/2

Or by email to: [email protected]

“ActionAid Ghana is an equal opportunities employer. Whilst all applicants will be assessed strictly on their individual merits, female candidates are particulary encouraged to apply.”

Job Expires: 10 Sep, 2010