Administrative Officer - Aurum Institute

Full Job Description - Read Carefully

The Aurum Institute is offering a great opportunity to suitably qualified and experienced staff to contribute towards our mission to improve the health of people and communities through innovation in Global Health Research and Systems.
We are focused on research, support and implementing integrated approaches to managing TB and HIV.

PURPOSE OF THIS ROLE

The Administrative Officer will lead the delivery of quality administrative services that will enable staff to deliver on project operations. S/He will be responsible for the smooth running of the day-to-day administrative duties and personnel support within the Company, reporting to the Finance & Operations Manager. S/he must deliver pro-active, first level management and administration to the Aurum Institute’s sites and staff, including support to procurement and maintenance of equipment; procure goods and provide security for specific administrative, operational and/or performance aspects. 

TECHNICAL WORK RESPONSIBILITIES

The Administrative Officer will be the first point of call for all persons visiting Aurum Ghana Office and provide effective and efficient administrative support and associated services to all departments of the country office. Responsibilities will include and not be limited to the following:

• Develop and implement appropriate administrative systems and associated services for office running
• Manage all calls to and from the office, arrange teleconference calls and advise participants accordingly
• Organise and Schedule Meetings and Appointments
• Monthly update of all Fixed Assets listing
• Set up and maintain electronic and hardcopy filing systems
• React to urgent requests / issues and contact the relevant officers 

• Provide ad hoc support to all project implementation teams in-house and externally 
• Coordinate travel arrangements for staff and other implementing partners when needed
• Taking minutes of internal staff and partner meetings.
• Write administrative correspondence under the supervision of management team as necessary
• Administer office petty cash and impress account and process reimbursement requests of staff 
• Manage housekeeping related to daily office running, functions, meetings facilities as well as housekeeping staff 
• Liaise with ICT on the development and maintenance of intranet and internet connections. 
• Perform administrative tasks and responsibilities as may be required 

Office / Facilities Administration

• Meeting venue set up
• Initiate requisitions for office stationery orders
• Office equipment management 
• Response to requests for documentation and information
• Word and Excel spreadsheet preparations for tracker forms
• Meeting notes and agenda preparations 

YOU MUST HAVE:

Qualification/Professional Membership

• First university degree in business/public administration, business communication, financial management, accounting or other related field.
• Bachelor’s degree required
• At least three years’ experience in a similar position
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms)
• Very strong interpersonal skills and the ability to build relationships with staff, external partners and donors
• Expert level written and verbal communication skills
• Emotional maturity, highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

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