International Cocoa Initiative Recruits New Staffs 2017

Established in 2002, the International Cocoa Initiative (ICI) is the leading organization promoting child protection in cocoa-growing communities. ICI works with the cocoa industry, civil society and national governments in cocoa-producing countries to ensure a better future for children and contributes to the elimination of child labour.

Job Description

Job Title: Administration And HR Associate

The International Cocoa Initiative (ICI) (www.cocoainitiative.org) seeks an Administration and HR Associate to support its operations in Ghana.

MAIN TASKS AND RESPONSIBILITIES

Based in the head office in Accra under the authority and direct supervision of the National Coordinator, with a technical supervision line to the Head of Administration and the Human Resources Manager at ICI Secretariat, the incumbent will have the following tasks and responsibilities:

ADMINISTRATION

Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines; maintain office supplies by checking inventory and order items

Responsible for maintaining an Admin filing system:

In charge of maintaining and updating administrative databases: contacts lists; various procurement databases: supplier lists, inventory & assets
register for the office and the projects, contracts … in line with ICI policies.

Ensuring consistency and of documentation & filing in accordance with various ICI policies (purchase orders, travel, expenses policies,..)

Appropriate filing of electronic and hard copies of all procurements, contracts, …

Supervise the Office Assistant to ensure that ICI procurement procedures are strictly adhered to in line with the procurement policy;

Ensure that ICI procurement procedures are strictly adhered to in line with the procurement policy and maintain all relevant monitoring dashboards (supplier lists, inventory & assets register for the office and the projects,…) with the support of the Office Assistant

Ensure appropriate filing of electronic and hard copies of all procurement, contracts accordingly with the support of the Office Assistant

Responsible for the supervision of drivers

In charge of ICI Ghana fleet of vehicles, their maintenance, and repairs, vehicle insurances, log books, etc.

Responsible for maintaining the database allowing to track all purchase orders/contract

In charge of the Petty Cash Funds for the office and the projects (disbursements, petty cash accounting vouchers, supporting documents, proper recording of all petty cash transactions), in line with ICI Petty cash policy;

Provide admin support to the Finance Associate for scanning of supporting documents to the accounting vouchers

HUMAN RESOURCE

Support the National Coordinator and the HR Manager in designing job descriptions and posting job adverts and assist with the initial screening of job applications

Support the National Coordinator and the HR Manager in performing due diligence on newly recruited staff in line with the HR policy of ICI

Support the National Coordinator and the HR Manager in organizing the interview of new applicants

Keep a leave roster of the employees to ensure that vacations are taken timely and that leaves carried forward from one year to the other are within the limits permissible by the HR policy

Support the National Coordinator in keeping up to date files of all personnel and ensure that the individual files are properly demarcated

Support the National Coordinator in the orientation of staff and assist in the training and retraining of staff on ICI policies such as core values, HR policy, whistle plowing etc.

Provide support to the NC and HR Manager in coordinating the bi-annual performance management exercise

SKILLS

Ability to communicate effectively and to work with a wide range of actors;

Excellent organizational and planning skills;

High sense of confidentiality

Be pro-active, details and results oriented;

Knowledge of the cocoa sector and experience in activities related to the fight against child labor is a plus;

Excellent command of the Microsoft Office software products, in particular Word and Excel.

Knowledge in basic accounting

Required Skills or Experience

Applicant must have:

A bachelor’s degree in a business related subject such as economics, accounting, human resource etc;

At least two years’ experience in working in a human resource department is important for this role

LANGUAGES: Fluency in written and spoken English, and a Ghanaian language preferably Twi. Knowledge of French would be an important plus

How to Apply

Please send documents with the titles “ cover letter”.

Please put “Administration and HR Associate” in the email subject line to [email protected]

Applications must be received by 14th of July 2017, close of day