IPA Jobs June 2017

Posted on :

27 Jun, 2017

Category :

Administrative Jobs in Ghana

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

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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


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