HR and Admin Assistant - Lively Minds Ghana



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Lively Minds, an award-winning NGO, is partnering with Ghana Education Services (GES) to roll-out an innovative, early childhood development programme. We are hiring in Ghana to support our exciting plans to scale the programme to 60 districts, in 8 regions. To find out more about our programme, please visit www.livelyminds.org.

Job Description

Main duties and responsibilities

HR and Learning Team Administration:

  • Provides administrative support for recruitment and acts as first the  point of contact for candidates
  • Advises employees on HR administrative queries
  • First point of contact for HR systems (Breathe and Easy LMS)
  • Coordinates logistics for induction processes
  • Monitors compliance and attendance for inductions and online learning courses
  • Maintains and updates HR systems (HRIS, Easy LMS and HR team SharePoint site)
  • May be required to provide administrative support to training sessions organised by SMT members or the Capacity Building Specialist
  • Managing Ghana staff medical/health insurance  (Register new staff- hard copy forms and online, review and update staff lists for renewals, assist staff complete claims, etc)
  • Coordinates flights and accommodation arrangements for non-field staff, SMT and global travels
  • Assists in booking staff international and local flight
  • Arrange for travel insurance and prompt for payment of same.
  • Coordinate with LM Driver for airport pickups/drop-offs when necessary
  • Ensures Office accommodation is in shape for staff lodging
  • Assist the HR Coordinator in line managing the two housekeepers

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Support to Country Director:

  • Manages schedules and arranges visits for CD to the field, including working with the finance and admin team to arrange transport, accommodation, etc.
  • Support CD to complete financial reporting in relation to CD activities (e.g. travels)
  • Act as the point of contact among staff and external partners in relevant matters that apply to the Directors
  • Organise and maintain filing of documents in correct folders on the OneDrive/Sharepoint or in correct filing system within the office
  • Greet and direct all guests of the Director and help to create a welcoming environment for guests

Admin Support for Projects:

  • Depending on workload may be required to provide administrative support to HR and learning projects. Typical projects may include policies and systems and a focus on compliance
  • Depending on workload may provide support to capacity building initiatives such as training sessions
  • Depending on workload may provide 1:1 mentoring  for staff on HR systems and IT skills in colloboration with the rest of the HR team

You may be assigned any other responsibility in agreement with your line manager, in contribution to Lively Minds work and in recognition of your experience and skills. It is therefore expected for staff to be flexible and willing to contribute to the work of the wider team

Required Skills or Experience

Essential experience and skills

  • Exceptional organisational skills and attention to detail
  • Great time management skills, willingness to work extra hours when the need arises
  • Strong verbal and written communication
  • Ability to work in a diverse, multicultural environment.
  • English language proficiency.
  • High degree of professionalism and confidentiality
  • Experience of using MS Office suite, familiarity with Outlook Calendars, and ability to adapt to and learn new technologies quickly

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Desirable experience and skills

  • Some experience of human resources administration
  • Good understanding of financial budgeting and reporting
  • You will be expected to perform against the Lively Minds Competencies
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