Office Assistant - ACDI/VOCA

Since 1963 and in 146 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that delivers technical and management assistance in agribusiness, financial services, enterprise development, community development and food security in order to promote broad-based economic growth and vibrant civil society.

Overview

The USAID-funded Ghana Market Systems and Resilience Activity (MSR) is a five-year, $35.9M follow-on project to USAID/Ghana ADVANCE II. The MSR Activity commenced in April 2022 and is leveraging over a decade of experience linking smallholders to markets, inputs, and services in Ghana.

The Activity is strengthening commercial relationships between market actors, improving the rural entrepreneurship ecosystem to enable greater market participation, particularly for women and youth, expanding the availability of agribusiness services, and linking targeted policy initiatives to improved local economic governance. These activities will result in competitive, stronger, and more resilient markets, thus increasing inclusive agriculture-led economic growth in northern Ghana.

Under its mission, ACDI/VOCA is seeking experienced and talented professionals for the Office Assistant position. The Office Assistant reports directly to the Operations Manager and plays a pivotal role in managing reception duties by being the first point of contact for incoming calls and visitors, ensuring seamless communication and guiding guests to the appropriate personnel. Additionally, they are responsible for coordinating visitor sign-ins, handling mail distribution, and maintaining accurate logs for incoming and outgoing correspondence.

Beyond reception duties, the Office Assistant oversees resource management by maintaining an inventory of office supplies, managing stationery, pool assets, and ensuring that the office is well-maintained. They also provide crucial clerical support through tasks such as printing, photocopying, and scanning, while also managing petty cash, ensuring all transactions are documented and reconciled. These duties collectively support the smooth daily operations of the office, allowing team members to focus on their core tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reception and Call Management

• Serve as the primary point of contact for all incoming calls, directing them to appropriate personnel, and welcoming visitors, ensuring they are guided to the relevant parties.

Visitor and Mail Coordination

• Manage visitor sign-in and mail distribution, maintaining accurate logs for incoming mail, packages, and dispatches, ensuring timely distribution.

Resource Management & Maintenance

• Perform inventory management of office supplies and consumables and ensure constant availability. Work closely with other team members to ensure efficient use of space, thorough cleaning, and adequate security in and around the office. Monitor utility and genset fuel to ensure constant supply. Maintain proper records of stationery and pool asset requests, keep maintenance records of equipment and furniture and take proactive measures to avoid damages.

Clerical Support

• Perform clerical tasks including printing, photocopying, scanning, typing, and assisting with administrative duties as assigned.

Petty Cash Management

• Handle petty cash disbursements, maintain accurate records of transactions, reconcile petty cash balances, and ensure proper documentation for all expenditures in line with ACDIVOCA policies.

Required Skills or Experience

• A minimum of HND or other Diploma in Secretaryship, Business Management, Accountancy, Procurement, Customer Care or other related fields from an accredited tertiary institution.
• A minimum of two (2) years working experience in office management, customer care, Sales or marketing. Experience working in an NGO setting preferable.
• Excellent verbal communication, fluency in English language, active listener, and good telephone etiquette.
• Organized and resourceful, adept at prioritizing, scheduling, and multitasking.
• Ability to handle office equipment, such as the telephone system, photocopiers, and printers.
• Flexibility to working extra hours where necessary. Applicants who are resident in Tamale preferred.

Salary: Starts at $326 monthly

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