Project Accounts and Administrative Officer - Pemcoa Foundation

Pemcoa Foundation is a registered Ghanaian non-governmental organisation committed to building inclusive, resilient, and sustainable communities where every person has the opportunity to thrive. The Foundation works with children, women, youth, persons with disabilities, marginalized groups, and vulnerable households to promote equal opportunities, improve livelihoods, and strengthen community resilience.

Pemcoa Foundation’s work focuses on sustainable agriculture, food security, environmental resilience, climate action, clean energy, crisis response, health, education, child protection, women’s economic empowerment, gender equality, and social inclusion.

Through partnerships with communities, civil society organisations, government institutions, traditional authorities, private sector actors, and development partners, Pemcoa Foundation designs and implements practical, community-driven programmes that address poverty, inequality, exclusion, and environmental vulnerability.

The Project Accounts and Administrative Officer will provide day-to-day junior-level financial and administrative support to project activities. The role will assist with accounts documentation, payment processing, filing, procurement support, logistics coordination, records management, office administration, statutory compliance support and preparation of basic financial and administrative reports.

The successful candidate must be detail oriented, honest, organised and willing to perform routine but important support tasks in a project implementation environment.

Role Level and Target Candidate Profile

This is not a senior finance, accounting, supervisory or management position. The role involves hands-on support functions such as filing, voucher preparation, retirement review, payment documentation, procurement support, logistics coordination, data entry, records management and administrative follow-up.

The position is suitable for an early-career professional with relevant practical experience in accounts, finance, procurement or administration support. Shortlisting will prioritise applicants whose qualifications, experience and career stage are aligned with this junior grade.

To support role fit and continuity, candidates should apply only if they are genuinely interested in a junior project support role and are comfortable with the stated level of responsibility, reporting structure, contract duration and remuneration level.

Key Responsibilities

• Support the preparation, processing, filing and tracking of project payment requests, invoices, receipts, vouchers, retirement documents and supporting financial records.
• Assist in maintaining accurate financial records in line with Pemcoa Foundation's financial procedures, donor/client requirements and Ghanaian statutory requirements.
• Support the Finance and Administration Manager in preparing monthly financial documentation, expenditure summaries, bank reconciliation inputs and budget tracking reports.
• Review field retirement documents for completeness, including receipts, attendance sheets, activity reports, field movement logs, fuel records and supporting evidence.
• Support procurement processes, including preparation of procurement requests, requests for quotations, bid documentation, supplier files, evaluation records, purchase documentation and delivery records.
• Maintain organised physical and electronic filing systems for finance, administration, procurement, contracts, staff records, project correspondence and audit documentation.
• Support office administration, including supplies management, asset tracking, meeting arrangements, correspondence, office records and general administrative coordination.
• Assist with logistics planning for field activities, training sessions, meetings, workshops and stakeholder engagements.
• Support payroll documentation, timesheet tracking, staff records, statutory deductions documentation and other personnel administration requirements as directed.
• Help ensure compliance with Pemcoa Foundation's policies on finance, procurement, safeguarding, fraud prevention, confidentiality, data protection, conflict of interest and responsible resource management.
• Support preparation for internal reviews, donor/client verification, external audits and statutory inspections.
• Perform any other reasonable finance, accounting, procurement, logistics or administrative duties assigned by the Finance and Administration Manager or Executive Director.

Required Skills or Experience

• HND or Bachelor's degree in Accounting, Finance, Business Administration, Procurement, Management or a related field.
• One to three years of relevant experience in accounting support, finance support, administration, procurement documentation, project administration or NGO/project operations.
• This role is most suitable for an early-career professional seeking practical experience in project finance, accounts documentation, procurement support and office administration.
• Applicants with substantially higher qualifications or extensive senior-level experience should note that the responsibilities and remuneration are aligned with a junior support grade.
• Advanced professional accountancy qualifications or senior-level finance management experience are not required for this role and will not automatically provide an advantage at shortlisting.
• Practical knowledge of basic accounting, filing, procurement documentation, retirement of funds and administrative procedures.
• Strong computer skills, especially Microsoft Excel, Word and email.
• Good written and verbal communication skills.
• Ability to maintain confidentiality and handle financial records with integrity.
• Good organisational skills and attention to detail.
• Ability to work under pressure and meet deadlines.
• Experience working with NGOs, donor funded projects, rural development programmes or field based project teams will be an advantage.
• Familiarity with Ghanaian statutory deductions, SSNIT, payroll documentation, procurement filing and audit preparation will be an added advantage.

Key Competencies

• Integrity and accountability
• Strong attention to detail
• Good filing and documentation skills
• Ability to work with minimum supervision
• Teamwork and professionalism
• Good time management
• Respect for confidentiality
• Commitment to safeguarding, inclusion and ethical conduct.

Duty Station

• The position will be based in Wa, Upper West Region, with possible support to field activities and project districts when required.
• The appointment will be for an initial 12-month fixed-term project contract, renewable subject to project funding, satisfactory performance and organisational need.

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