Administration Assistant - Abt Associates

Abt Associates is currently seeking a qualified Administrative Assistant for the Resilience in Northern Ghana Systems Strengthening (RING II Systems Strengthening).  This activity focuses on enhancing the ability of all stakeholders to address poor nutrition and weak resilience in northern Ghana. RING II Systems Strengthening will result in sustained improvements in the delivery of local services to achieve measurable improvements in the nutrition and resilience of an estimated 85,000 reproductive-aged women and children under five years old.   

The Administrative Assistant will be based in Tamale, Ghana where they will work under the direct supervision of the Finance and Administration Director.  

Key roles and responsibilities include: 

• Assist in planning and conducting the logistics for project activities including workshops, training and meetings, lodging and travel arrangements, specifically but not limited to contacting participants, negotiating and securing event space as well as supervising the process of paying per diem and snacks/meals. 

• Provide travel logistics support to staff and partners including the booking of transport and accommodation. 

• Assist with office management (cleanliness and order) and develop and institute office support activities. Supervise cleaners and drivers. 

• Ensure the proper use and disposal of goods, materials, and equipment at the office.  

• Perform general clerical duties, including but not limited to photocopying, scanning, faxing, filing and mailing. 

• Assist the Finance and Administration Director in procurements tasks, including preparing requests for quotations, quotations or bids analyses, preparing purchase requisitions and orders, and filing procurement documents. 

• Assists the Finance and Administration Director in updating the project inventory list.  

• Control stock of office supplies. 

• Ensure timely settlement of office bills by communicating upcoming payment needs to the paying office, either the location-specific accounting staff or the Tamale Head Office depending on the threshold. 

• Assist drivers and other district staff in the process of completing timesheets and completing Advance and Travel Expense Reports. Act as the timekeeper for the office. 

• Keep records of all documents received. 

 Preferred Qualifications:? 

• Secondary School (minimum), or Technical School Diploma, or Bachelor’s Degree in Administration, Management, Business, Social Science, or another relevant field (desirable). 

• At least 3 years of relevant professional experience in office administration. 

• Excellent knowledge and experience with Windows, Word, Excel, PowerPoint, and other data processing and graphical presentation software. 

• Ability to independently plan and execute complex tasks while addressing daily management details and remaining organized and focused on long-term deadlines and strategy is highly desirable. 

• Ability to assess problems and develop solutions. 

• Excellent interpersonal communication skills and excellent organisational skills. 

• Preference for candidates who have an experience that relates to USAID-funded projects or other international development experience.

• Ghanaian citizens are strongly encouraged to apply.

Minimum Qualifications:

• High School Diploma + Two years of relevant experience, or Associates Degree