Administrative Officer - Project HOPE

Project HOPE is an international NGO with employees and volunteers who work around the globe, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients, provided more than $3 billion worth of medicines to local health care organizations around the world, helped build hundreds of health programs from the ground up, and responded to humanitarian crises worldwide.

Job Description

Administrative Duties:

• Coordinate all general administrative management support for the Accra office and IHP activity.
• Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
• Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.

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• Support with scheduling meetings (internal and external) as needed, take and share minutes of meetings, and assist with audiovisual equipment and set up for virtual meetings.
• Coordinate all general administrative management support for the Accra office and IHP activity.
• Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
• Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
• Coordinate drafting, translation, transmitting, and/or advertisement of all correspondence within Project HOPE Ghana and with donors and partners
• Coordinate with and support local and international staff and partners with Visas, travel, work permits and other relevant admin and logistics activities
• Assist with the creation and maintenance of secure systems for online documents sharing, record keeping, electronic approvals, vendor and other relevant systems.
• Provide support to HR colleagues as necessary
• Fulfil other duties and responsibilities as may be reasonably assigned by the HR Manager.

Procurement and Logistic Duties:

• Support colleagues and units with initiating, documenting, tracking, and reporting on the procurement, distribution, and delivery of goods and services for the IHP activity.
• Establish and maintain updated records of all procurement, logistics, asset inventory, movement, vendors and local procurement and logistics laws
• Supervise office rentals contracts (Landlord/building issues), utilities, security, cleaning, hospitality, stationary supplies, and equipment maintenance, including identifying vendors and developing and enforcing performance schedules, inventories and proper operation of all items in the Accra office.
• Ensure consistent and sufficient office supplies and maintenance of the Accra office
• Provide support to logistics and procurement colleagues as necessary
• Ensure all procurement documents are properly filed and all respective tracking tools correctly completed.
• Ensure all Team members submit monthly procurement plans to enhance proper planning of goods and services to be procured.
• Work with the Procurement & Logistic manager in preparing and submitting monthly, quarterly and biannual procurement reports.
• Provide support to procurement processes by initiating purchase requisition (PR), request for quotations (RFQs) to vendors, and collecting original invoices for completed procurements.
• Uploads procurement documents onto shared drive and share with finance to process payments.
• Ensure all procurement documents are properly filed and all respective tracking tools correctly completed.
• Ensure all Team members submit monthly procurement plans to enhance proper planning of goods and services to be procured.
• Coordinates the distribution of goods to various project offices and manages the transportation of logistics.
• Facilitate arrangements for visitors, meetings, conferences and special events.
• Support Program with logistics arrangement for field activities. (i.e. Hotel accommodation vehicle rental etc)
• Fulfil other duties and responsibilities as may be reasonably assigned by the HR and procurement Manager

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Required Skills or Experience

• Minimum qualification of undergraduate degree in Office Administration, Business Administration; or the equivalent;
• Minimum of 3 years of administrative assistance work experience
• Knowledge and/or experience in Human Resource Management would be an asset
• Proven knowledge of office administration, especially record keeping and data management
• Knowledge and experience in preparing budgets and handling expenses;
• Experience in procurement and providing logistical support 
• Works with attention to detail and sensitivity to confidential information;
• Works with a high degree of accuracy in preparing and entering information;
• Able to adapt to changing circumstances, with the capacity to find innovative ways to manage issues and challenges; 
• Manages time productively and efficiently and meet changing deadlines;
• Self-directed and able to complete projects with limited supervision;
• Excellent interpersonal and team-building skills;
• Developed analytical, problem-solving, and decision-making skills;
• Demonstrated ability to use discretion and good judgment; honest and trustworthy;
• Highly proficient in the use of Microsoft Office and Google software including Gmail, calendar, drive, spreadsheet, word processing, and presentation software; and 
• Excellent oral and written communication skills in English.