Posted on :
27 Jun, 2017
27 Jun, 2017
Innovations for Poverty Action (IPA) is a United Statesbased nonprofit organization dedicated to discovering, and promoting effective solutions to global poverty problems. IPA designs rigorously evaluate and refines these solutions and their applications together with decisionmakers to ensure that the evidence created is used to improve opportunities for the world’s poor.
Job Description
Job Title: Administrative Assistant
Location: Accra
Deadline to apply: July 4, 2017
Desired start date: August 1, 2017
Employment Duration: 4 months
Job code: TAAFOG1962017
IPA Ghana seeks a qualified Administrative Assistant to be based in the Accra office for a period of four (4) months. The Administrative Assistant will report to the Office Manager in Accra.
Responsibilities
The Administrative Assistant will be responsible for performing the following tasks:
Administrative
Assist the Office Manager in the running of office operations
Welcome visitors to the office and manage the IPA office phone
Supervise and train Office Assistant
Coordinate the filling and submission of Replicon timesheet for Office Assistant
Arrange transport and accommodation for visitors and traveling staff
Periodically assist the Office Manager to recruit short-term staff for projects, including processing and filing shortterm contracts
Conduct office tours for new staff and interns, and assist with onboarding as directed
File documents as directed by the Office Manager
Assist with inventory management and stocktake as assigned
Provide logistical and administrative support to project teams as and when required
Support the management of petty cash
Monitor the stock of office supplies and stationeries, and purchase additional items as needed
Prepare Finance and Procurement requests for country office purchases and utility bills
Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers
Prepare activity budgets, as assigned by the Office Manager
Coordinate logistics for staff meetings, conferences, office lunch and other fun activities
For field office vehicle(s) (where applicable), track maintenance needs, manage rental requests, prepare project bills, and track mileage
For rental vehicles, manage rental requests and prepare payment requests
Provide regular updates to the Office Manager and the Operations Manager
Perform other duties that may be assigned
Procurement
Support all procurement related activities relating to processing of requests and collection of invoices for the office and projects run out of the office
Review documents for completeness and accuracy, follow up on discrepancies with the initiating project team and identify available suppliers for each requisitioned item
Update staff on procurement requests
Monitor and manage vendor database
Correspond with vendors regarding prices, product availability and delivery
Coordinate with project teams to monitor performance of vendors
Ensure that goods purchased are to specification in terms of quality, quantity, and delivery and advise on those suppliers who fail to meet
specifications
Required Skills or Experience
A minimum of an HND in Business Administration, Management Studies or related field.
Bachelor’s Degree is preferred.
Prior experience performing a similar role is a plus;
Experience working with an NGO is an added advantage;
Good working knowledge of Excel and Word;
Ability to maintain confidentiality of procurement and financial information;
Ability to comply with standard practices, regulations, and statutes;
Ability to communicate effectively in English;
Good time management and interpersonal skills;
Well organized and willing to learn;
Attention to detail.
How to Apply
To apply, please fill out the online application form by clicking the link below: Administrative Assistant Application Form
Please take note of the following instructions:
This position is temporal.
Though the deadline to apply is 7th July 2017, applications will be reviewed on a rolling basis.
Your Cover Letter and CV are required to complete the application form.
Incomplete applications or applications not completed through the webform will not be considered.
Due to the high volume of applications received, IPA will only contact shortlisted candidates.
DISCLAIMER: Please note that IPA will never require monetary compensation as part of its application process. Any requests for monetary compensation by persons claiming to be IPA employees or persons claiming to represent IPA should be disregarded and reported. Please, direct questions to jobsghana@povertyaction.org