Administrative Assistant - WSUP Ghana

Today, around one billion city-dwellers lack access to safe drinking water, a number the UN estimates will nearly double by 2050 as more and more people are moving to cities for work and other opportunities, most of them ending up living in informal settlements without basic services. Meanwhile, the changing climate is making water even more precious. Against this backdrop, our work has never been more vital.

WSUP is a not-for-profit company, expert at improving water and sanitation services for low-income, urban communities. We work alongside utilities, entrepreneurs, and communities to develop and deliver solutions which are affordable for the poor, financially viable for suppliers, and sustainable for the environment.

We were founded in 2005 in the UK, and currently work in seven countries in sub-Saharan Africa and Asia (Kenya, Uganda, Mozambique, Madagascar, Ghana, Zambia, Bangladesh), supported by a global Secretariat. We are a small organisation, but we have a big impact; since inception, we have helped over 40 million people with improved water, sanitation, and hygiene services. And we have ambitions to reach many more www.wsup.com

WSUP’s innovative approach to creating impact is guided by our values, which are the common fundamental beliefs and principles that guide us. All our staff are expected to embody these values in their day-to-day work and interactions. To learn more about our values, please see www.wsup.com/about/work-with-us/.

Job Description

• Department: Programmes
• Place of work: Accra, Ghana
• Terms: Full time - Fixed term contract until 31st December 2024
• Grade: 5
• Salary: GHS 54,391- GHS 56,576 per annum, plus transport allowance, medical cover and life assurance. 
• Reports to: HR/Support Services Officer

About the role

This is a great opportunity to be part of a dynamic organisation with the scope to make a significant contribution to the entrepreneurial and innovative culture of WSUP. You will work closely with the team that delivers diverse projects and also ensure that the support services function in the Ghana office is responsive and efficient. 

The Administrative Assistant reports directly to the HR and Support Services Officer in Ghana. This is a varied role, responsible for providing administration support to the programme team. 

• Application deadline: 15th March 2024
• Interview: 5th April 2024

Overall purpose

The overall purpose of the Administrative Assistant is to deliver administrative services to a high standard to support the Ghana team, under the direction of the HR/Support Services Officer, facilitating day to day activities. 

Main responsibilities & tasks

Administrative Support

• Provide day-to-day secretarial support to the Ghana Programme Team, including scheduling meetings and taking notes.
• Responsible for registering incoming and outgoing documents to ensure they are safely stored and archived. 
• Maintain correct filing of all WSUP internal administrative documents and external communications with relevant government entities, thereby keeping WSUP Ghana compliant.
• Administrative support where required during the procurement process for materials and office supplies. 
• Draft correspondence using existing templates and record minutes of meetings and events when requested.
• Support the HR/Support Service Officer to implement administrative procedures to streamline Ghana operations.
• Raise issues with logistical and administrative processes with line manager for quick resolution. 
• Perform any other administrative task that may be required by the HR/Support Officer and Country Manager.

Facilities Support

• Log facility, maintenance, and H&S issues with building management and follow up with unresolved cases when necessary. 
• Monitor stock and liaise with the HR/Support Officer in requisitions and payments for goods, services, materials, and office equipment, as well as various consumables to maintain best value for money.
• Distribute office supplies and consumables to employees, ensuring that all inputs and outputs are recorded.
• Respond to and screen all incoming calls, general emails, and queries.
• Act as a first point of contact to external visitors.
• Monitor services for general office cleaning and maintenance and raise any identified issues with the HR/Support Officer.
• Organise couriers, collect and distribute post.
• Check communication tools in the office are functioning satisfactorily, including telephones and internet.
• Check and arrange for the payment of ECG prepaid, water bill and contact their offices to address any issues that may arise. 

Travel and Logistics

• Support the HR/Support Officer and book accommodation and/or domestic flights for staff after approval.
• Help coordinate the planning of events, workshops and meetings, ensuring communication kits and any accessibility issues are managed well for external and/or hybrid meetings.

Required Skills or Experience

Evidence that applicants meet the essential criteria will be assessed by the following methods: Application (A) Interview (I), Test (T), as indicated below.

Essential

Qualifications and experience

• Proven experience as an administrative assistant, executive assistant, or similar role, preferably in an international organization (A)
• Relevant experience in administration, logistics and programme support (A)
• Good communication skills (I)
• Must be a person with initiative and high moral integrity (I)
• A good and supportive team player (I)

Knowledge

• Working Knowledge of Microsoft Office Word and Excel (A, T)

Skills and abilities

• Good organizational and time management skills: effective time management and ability to prioritize and plan own work to meet deadlines (I)
• Ability to deal proactively and tactfully with others (I)
• Ability to work both on own initiative and to play an active role as a member of the local programme team (I)
• Ability to write clearly and concisely and to communicate effectively (I)

Other

• Commitment to the mission, vision and values of WSUP (I)
• Absolute adherence to WSUP’s policies on Safeguarding, Health & Safety and Business Ethics and lead on these by example (I).
• Must be based in Accra (A)

Desirable

• Previous experience working with organisations similar to WSUP or with international NGOs and consultancies (I)