Administrative Assistant - World University Service of Canada

WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, and the African Development Bank.

Job Description

• POSITION LOCATION(S) Takoradi & Kumasi (Ghana)
• POSITIONS AVAILABLE 2
• ELIGIBILITY Local National, must be legally entitled to work in Ghana
• REPORTS TO Finance Officer
• CONTRACT TERM 2 years with possibility of renewal
• APPLICATION DEADLINE: February 22, 2021
• EXPECTED START DATE March 29, 2021

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The INVEST Project

The Innovation in Non-Traditional Vocational Education and Skills Training (INVEST) is a 5 year initiative that will build sustainable pathways to enhanced economic empowerment, well-being and inclusive growth for 5,000 urban poor young women in Accra, Kumasi, and Sekondi-Takoradi, Ghana. Working in high growth sectors, the initiative will test and scale innovative, sustainable models to improve the enabling environment, reduce gender-specific barriers to women’s economic participation, and enhance access to decent work for marginalized women in non-traditional sectors.

Nature and Scope

To provide comprehensive administrative support to WUSC - Ghana country team to ensure successful program/project delivery to achieve WUSC corporate objectives.

Under the direct supervision of the Country Finance Officer, the Administrative Asistant will perform the following;

RESPONSIBILITIES

Administration and Logistics

• Responsible for the daily management of the front office
• Responsible for the compilation of staff timesheets and maintaining an up to date schedule of staff leave and filing same appropriately
• Assist with procurement (under the guidance of WUSC Administrative Officer) for inventory and supplies in the office
• Maintain a register of equipment and inventory in the field office while ensuring the efficient use and maintenance
• Managing incoming and outgoing of courier services and other correspondence in the office by receiving, distributing and filing accordingly

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• Assist in organising and provision of logistics for workshops, conferences and meetings
• Make accommodation and other travel arrangement for staff and volunteers
• Ensure the timely provision of office supplies/stationery and it's availability at all times
• Maintain the vehicle log and ensuring periodic monitoring of fuel and mileage levels are carried out
• Ensure an environmentally clean and safe office premises
• Performing other administrative duties as may be assigned from time to time

Finance and Accounting

• Provide strong support to the Finance Manager in ensuring compliance with WUSC finance policies and procedures
• Review and analyse invoices and payment requests submitted for vendor payment
• Scrutinise staff travel/activity advances and liquidations for errors, adequate support documentation in compliance with WUSC policies.
• Provide first hand information and guidance to the project teams and volunteers on finance matters
• Management of petty cash for efficient cash flow for small office purchases and reimbursables
• Ensure adequate electronic and physical filing of financial supporting/backup documentation
• Performing other finance duties as may be assigned from time to time

Required Skills or Experience

• Diploma or Bachelor’s Degree in Accounting, Finance, Business Management or related field;
• Advanced level computing knowledge including Word, Excel, Outlook and familiarity with accounting software such as Sage 50 Accounting;
• Ability to work effectively in an inter-cultural, diverse and complex work environment;
• Ability to work as part of an international team in a participatory manner;
• Ability to communicate effectively in English language - both written and orally
• Preference will be given to candidates residing in one of the two locations: Takoradi, Kumasi.

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WHY WORK WITH WUSC?

Join Us. Our work is important, cutting-edge, and fast-paced. We encourage curiosity, innovation, and flexibility. And we provide a phenomenal learning experience.

WUSC offers a dynamic work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities and empowerment.

The WUSC Ghana Country office is centrally-located in Accra. This position is to be located in our field offices in Takoradi and Kumasi. We offer competitive benefits, four weeks of annual leave (for full-time employees), safe and healthy working conditions, and fair compensation. Relocation expenses cannot be extended to selected candidates at this time.