Youth Hub Assistant - Youth Empowerment Synergy

As a Youth Hub Assistant at Youth Empowerment Synergy (YES-Ghana) , you will join a strong team of motivators who view innovation and skills building as a way to unlock the ideas of young people through youth-centred design, and creating the right conditions for innovation to flourish. You will provide administrative and operational support across a wide range of Hub activities including events, training, and front desk management.

You will deploy your excellent human relations and communication skills to welcome and manage Hub guests positively, and execute all tasks to the highest quality standards. If you are passionate about youth innovation, believe in the potential of social innovation, and enjoy working in a fast-paced and creative organisation, then we would love to hear from you.

Responsibilities:

• Serve as the first point of contact at the Hub; maintain a web-based attendance register; welcome and register guests, as well as facilitate ‘lightning’ orientation sessions for young people accessing Hub services, ensuring that they are aware of all policies and procedures they need to adhere to
• Coordinate front-desk activities, including distributing correspondence and redirecting phone calls; anticipate and handle any guest requests and satisfy their needs within acceptable guideline
• Lead logistics arrangements for all meetings and training sessions, including setting up meeting rooms and equipment, as well as getting training materials and documentation ready in advance

• Oversee the management of Hub stationery and supplies; maintain an updated in-out inventory of all stationary and supplies; ensure that stationery and supplies are ordered in a timely manner in liaison with the wider Hub team
• Oversee the management of Hub library, maintain an extensive record of all books and materials, as well as a system for tracking movement of books by guests
• Ensure that Hub services and programmes run smoothly; together with the wider Hub team, monitor guest activities and ensure strict adherence to policies and procedures especially in regards to usage of Hub library, computers and internet services; troubleshoot and resolve basic guest issues and escalate complex issues to the appropriate team member
• Assist in the delivery of a range of entrepreneurship, innovation and skills building services at the Hub to ensure a positive experience for all young people and partner organisations that access the services
• Assist with managing the Hub scheduling system for training sessions, facility bookings, and other services, ensuring the timetable runs smoothly
• Participate in planning across the year to raise awareness of the Hub and its services, including delivering a range of events and promotions that link with key national and international mobilisations (such as youth day, global entrepreneurship week, etc)
• Undertake the necessary checks to ensure safeguarding compliance of young people who are accessing Hub services; respond swiftly to issues and have a proactive problem-solving approach and feedback loop so that young people accessing Hub services can see what resolution or changes have been put in place
• Assist with the collection and compilation of M&E data, and the preparation of regular progress reports on Hub activities, including progress towards weekly and monthly targets and delivery on specific indicators
• Other duties may be required from time to time, including responsibilities which require work on weekends and holidays for which time off in lieu (TOIL) may be taken

Person specification:

• Office Experience – scheduling, telephone skills, typing, documentation skills, meeting planning, verbal communication, written communication, administrative writing skills
• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. multifunction printer, copier, scanner)
• Professional attitude, pleasant personality and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise; dependability; attention to detail
• Multitasking, stress and time-management skills; the ability to prioritise tasks and pay attention to detail; ability to be flexible and be willing to assume a range of unanticipated assignments
• Customer service experience
• Experience in working with young people in a youth club or community centre setting
• Experience in coordinating service delivery and promoting services
• The ability to engage young people and seek feedback
• Fluency in English required, alongside Twi, Ga and/or Ewe

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YES-Ghana is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organisation.

YES-Ghana has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the organisation, including sexual exploitation and abuse, sexual harassment, abuse of authority and processes, and discrimination. YES-Ghana also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards
and principles.

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