Administrative Officer - 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

• ELIGIBILITY: Local National, must be legally entitled to work in Ghana
• REPORTS TO Finance: Manager
• CONTRACT TERM: 2 years with possibility of renewal
• APPLICATION DEADLINE: Position Open Until Filled
• EXPECTED START DATE: April 1, 2021

RESPONSIBILITIES

Under the supervision of the Finance Manager, the Administrative Officer will lead activities related to Operations & Logistics, Procurement and General Office Administration.  

Specific duties include, but are not limited to, the following:  

Operations & Logistics

• Ensure compliance with organizational decisions, policies and procedures within his/her area of responsibility;
• Ensure compliance with legal registration and filing of annual returns.
• Participate in the co-supervision of Accra office support personnel (security guards, drivers and cleaners) according to the WUSC – Ghana Personnel Policy Manual.
• Facilitate orientation for new staff
• Administrate vehicle log books and tom cards;
• Facilitate travel and accommodation arrangements for all staff, volunteers and other persons as determined by the Country Director and Program staff;
• Manage the maintenance of vehicles, equipment and furniture for the Accra office in accordance with established WUSC Ghana procedures;
• Manage office supply procurements in accordance with WUSC – Ghana Procurement Manual; 
• Provide administrative guidance to staff and volunteers as may be appropriate and accordance to the WUSC – Ghana Personnel Policy Manuel; 
• Providing efficient support to all staff, volunteers, and visitors through facilitating arrangements related to visas, visa extensions /residency permits. 
• Providing efficient support to all staff, volunteers and visitors by making travel arrangements and arranging for accommodations. 
• Providing support to event planning and meeting preparations as required. 

Procurement

• Creating, maintaining and updating a list of useful suppliers.
• Obtaining information and quotes for procurement processes.
• Receiving, signing for and supervising the delivery of goods to the office by suppliers. 
• Organizing materials/documents for transportation to assigned locations
• Following up on materials/documents movement.
• Ensuring labelling of all WUSC office fixed assets.

General Office Administration and other Related Duties 

• Ensuring the proper organization and filing of program documents and other relevant documents, including the filing of documents, physically and electronically.
• Track monthly time and leave reporting sheets for staff members;
• Registering and tracking all incoming and outgoing physical correspondence.
• Maintaining and up-keeping the office.
• Liaising with the Finance Manager and Program Managers whenever maintenance of office facility is required.
• Completing other tasks assigned by the Finance Manager

Required Skills or Experience

Education

A degree in relevant field of study (i.e. business administration) or equivalent years of professional experience.

Experience & Competencies

• Three (3) years of office management experience, prior experience working for international development organizations or donors preferred.
• Experience providing logistics and administrative support.
• Experience managing logistics for workshops, meetings, training and volunteer placements.
• Excellent oral & written communication skills.
• Strong computer skills, including proficiency in Google Suite, Microsoft Word, Excel. 
• Strong interpersonal skills, ability to interact effectively with partners, donors and other relevant stakeholders and personnel associated with this program.
• Highly detail-oriented, organized, and able to handle multiple projects at once.
• Curious, enthusiastic and willing to innovate and adapt.

Languages

Professional proficiency in English is required.