Administrative Assistant - International Cocoa Initiative

International Cocoa Initiative (ICI) (www.cocoainitiative.org) is a multi-stakeholder organization, uniting the forces of civil society, certifiers, the cocoa and chocolate industry, and international institutions, and working with governments to address child and forced labour in the cocoa sector.

ICI has developed a Child Labour Monitoring and Remediation System (CLMRS) that allows industry partners to manage responsibly the risk of child labour in their cocoa supply chain. In line with the Ghana Child Labor Monitoring System (GCLMS), the system is based on the presence of Community Facilitators (CF) within cocoa-growing communities who raise awareness on the issue of child labour; identify cases and implement remediation activities. (www.cocoainitiative.org) 

Established in 2002, the International Cocoa Initiative (ICI) is a leading organisation 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 contribute to the elimination of child labour.

Job Description

As part of the ICI’s objectives to eliminate the worst forms of child labour and forced labour in the cocoa sector and its overall programme to promote children’s rights and child protection in the cocoa supply chain, ICI seeks to engage an Administrative Assistant for the Country Office in Ghana in Accra. The purpose of this position is to support the effective implementation of day-to-day operations and ensure efficient workflow in pursuit of the ICI objectives for the country Office in Ghana. S/he will work across all projects in ICI Ghana.   

The ideal candidate will be detail-oriented, proactive, and committed to the organization’s mission and values

Main tasks and responsibilities

Based at the national level, under the authority of the Country Director and direct supervision of the HR/Admin. Manager, the incumbent will:

Fleet management

• Manage the fleet management software to track the movements and behaviours of drivers and the vehicles on the road to ensure they are in line with our security guidelines.
• Ensure vehicle logbooks are maintained in all the vehicles and that they are properly filled by the drivers.
• Coordinate the scheduling and dispatch of vehicles to support programmatic and operational needs.
• Monthly monitoring of vehicle usage and fuel consumption (for reasonability of usage) to ensure efficiency and compliance with policies.
  do a monthly analysis of vehicle usage and fuel consumption. 
• Work with the drivers to ensure that vehicle maintenance, insurance, and road-worthy certificates are timely done, and that all incidents are timely reported.

Office Security and Safety

• Report any incidence of health and security concerns on the office premises eg, access to the building, theft, fire risk, pollution etc. to the Country Director and Adm. Manager for immediate remediation.
• Coordinate the global security policy implementation and be the security focal point.
• Manage access control and surveillance systems.

Facility management (including office consumables)

• Oversee the maintenance and cleanliness of office premises, ensuring a professional work environment.
• Ensure maintenance, scheduled servicing, and repairs on the office building, office equipment, and infrastructure are promptly detected and corrected.
• Keep a generator logbook and ensure the office generator is regularly serviced in line with the terms of the tenancy agreement
• Keep records of all office consumables and ensure the right usage and timely replenishment
• Manage office consumables, including stationery, kitchen supplies, and other essentials.

Procurement Management

• Support the procurement process, including sourcing, bidding, and vendor selection in line with the ICI procurement policy and office and projects budget.
• Raising a purchase order with all supporting documents attached for relevant approvals
• Ensure compliance with organizational procurement policies and donor guidelines.
• Maintain a database of prequalified vendors and suppliers for quick reference.
• Coordinate with finance and logistics teams to track and record purchases and deliveries.
• Prepare purchase orders, track expenditures, and maintain accurate procurement records.

Required Skills or Experience

Education and work experience
Essential:

• A University degree in business or a relevant discipline and must have at least 2-3 years of relevant working experience and demonstrate the willingness and ability to learn within a short time.
• Report preparation and knowledge documentation.
• Ability to maintain confidential information.
• Irreproachable behaviour and commitment to the protection of children and respect for the rights of the child.
• Excellent organizational and planning skills.

Desirable:

• Knowledge of child protection and/or child labour
• Ability to establish good working relationships with partners and staff.
• Ability to work under pressure, well organized with strong attention to detail.
• Ability to collaborate effectively across cultures, including with team members and those based in other countries.
• Female applicants are strongly encouraged to apply.

Languages

• Fluency in written and spoken English, and a Ghanaian language preferably Twi.

Skills

• Clear, concise written and verbal communication skills in English
• Excellent interpersonal skills.
• Excellent skills in MS Office Suite (Word, Excel, PowerPoint)

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