Administrative Assistant - AFREhealth

The African Forum for Research and Education in Health (AFREhealth) is a pan-African organization dedicated to the advancement of health professions education, research and service delivery.

AFREhealth works to achieve excellence in health professions education, research and service by influencing a new inter-professional standard that will result in sustainable and continuous quality improvement for the African population.

Job Description

• Position Title: Administrative Assistant
• Location: AFREhealth Secretariat, KNUST, Kumasi Ghana
• Start date: 1 July 2022

Job Summary

The Administrative Assistant will support with the day-to-day administrative tasks at the AFREhealth Secretariat, handle petty cash and cheques and ensure the smooth running of the Office.

Reports directly to: Senior Administrative & Human Resource Officer

Duties and Responsibilities:

• Ensure that the Secretariat office is professionally presentable.
• Receive, initially respond and appropriately refer all correspondence and inquiries directed to anyone in AFREhealth.
• Ensure that equipment is maintained in good condition.
• Coordinate travel arrangements which include booking air tickets, airport transfers, arranging for travel advances, making hotel reservations, visas, etc. as needed.
• Ensure the proper usage and prompt replenishment of stationery and supplies.
• Manage the asset and stock register.
• Provide administrative support to meetings. This includes scheduling, coordinating, taking and distributing minutes and other related communications
• Filing and database management
• Support Senior Administrative & HR Officer with HR activities including completion of records for selected candidates, compilation of timesheets, etc.
• Prepare petty cash vouchers, disburse and maintain petty cash journal accurately.
• Prepare cheque vouchers and cheques for payment to vendors.
• Ensure the accuracy and timely payment of utility bills.
• Responsible for efficient management, archiving and distribution of all financial reports and documentations.
• Receive approved advances and expense reports from program staff and record them in the log.
• Enter data (Petty Cash & Payment Vouchers) into Accounting Software.

Required Skills or Experience

• Bachelor’s degree in Administration or their equivalent
• Minimum of 4 years work experience in Administration
• Work experience with an international NGO is an advantage

Abilities/Skills:

• Excellent communication (verbal and written), planning and organization skills
• Ability to multitask and be willing to take on extra responsibilities.
• Willingness to work to meet tight deadlines
• Excellent interpersonal skills to effectively interact with all levels of staff and clients
• Be of high integrity and have a sense of confidentiality.
• Ability to work independently and as a member of a team.
• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.