Project Assistant - SNV Ghana

The Project Assistant is part of an SNV Country Organisation and is appointed to project(s) in the country.

The Project Assistant works at a sub-national level, by providing support in the implementation of the project by following guided procedures and processes, according to specific SNV rules and donor compliance. The Project Assistant ensures service needs are reviewed and service delivery is guided. The Project Assistant can assist in the Finance and Administration of a project or also on the technical side of the project implementation.

Duties and Responsibilities include:

I. Office Administration

Project Support will include;

1. Mainly provide administrative support to the project and the team. Activities include Data management and filing of Project documents;
2. Organise and coordinate main the Sundial Project workshops and training activities.

Service and process delivery support will include;

1. Applies and supports established project procedures and main processes to meet service needs.
2. Ensures service standards are met in (consistent) delivery.

Secretarial & Administrative:

1. Receiving and ensuring final screening of visitors to the office; Answering telephone system for screening calls, transferring calls, responding to inquiries and/or taking messages to the respective staff; Maintaining and building information (e.g. use schedules, staff directories, emergency contacts, etc.) to provide reference information.
2. Providing day-to-day administrative support to ensure the smooth running of the Nandom Project office; Maintaining and continually updating the team’s filing system of all hard copies of correspondence and documentation dispatched and received, manages the registration and filing of all incoming and outgoing mail and other Secretarial duties such as writing of minutes, editing of letters and reports, and being in charge of the office secretariat.
3. Maintaining reception area materials (e.g. job applications, newsletters, event calendars, etc.) to provide resource information to visitors.

II. Financial Support

Handling of petty cash and ensuring its smoothly operation within the Nandom office.

III. Operations

1. Support the Procurement unit on the obtaining and supply of small office consumables and where agreed ensuring the timely clearance and appropriate delivery of these supplies;
2. Managing the stationery stock and office supplies of the Office and ensuring that proper stock records are maintained;
3. Coordinating the usage of the photocopier, and other office equipment.
4. Coordinate all necessary arrangements for official visitors and/or missions to the Tamale office by arranging accommodation and providing administrative support for SNV workshops and conferences within Tamale and project implementing areas.

Qualifications

• A minimum in university degree in Administration, or its equivalent;
• A minimum of three (3) years of demonstrated experience in Office Management, preferably within the INGO sector;
• Have good communication and interpersonal skills, speak politely to all staff and partners;
• Fluency in written and spoken English with excellent IT and typing skills;
• Maintain good appearance and professionalism;
• Has the ability to manage pressure and conflicting demands; and prioritise tasks and workload to deliver effectively;
• Good sense of duty and willingness to undertake additional task where needed.