Head of Administration - Heritage and Cultural Society of Africa

The Heritage and Cultural Society of Africa (HACSA) Foundation is a dynamic and impactful international, non- profit, NGO and social enterprise, headquartered in Ghana and registered in Ghana, the Caribbean, and in the USA as a 501(c)(3) organization. We curate virtual and physical spaces and places which showcase African heritage and culture and enlighten, empower, inspire, uplift and educate people and communities through knowledge, innovation and learning.

We foster positive social impact and transformation through advocacy, education, innovation and collaboration, within the framework of the UN Sustainable Development Goals. HACSA’s mission is to preserve and promote African heritage and culture, celebrate the achievements of people of African descent, develop leadership and skills in the youth and empower women and girls. Our work is focused on uniting the African Diaspora and Africa enthusiasts to making a positive and lasting impact on the communities we serve both on the continent and in the diaspora.

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Job Summary

The Head of Administration is a strategic leadership role responsible for managing HACSA Foundation’s financial, administrative, and operational systems. The role combines financial oversight, office management, human resource administration, compliance, and strategic planning to ensure the efficient functioning of the organisation. The incumbent will lead and support fundraising, budgeting, project expenditure monitoring, financial reporting, procurement, HR, and office administration functions.

This position is ideal for a results-oriented professional with proven experience in nonprofit operations, financial

and HR management, and a passion for African culture and social development.

Job title: Head of Administration

Reports to C.E.O.

Subordinate staff: Administrative Sta?

Internal Customers: All departments

External Customers: HACSA Foundation’s Donors, Sponsors and Partners

Tasks & Responsibilities

Office and Human Resource Management

1. Office Management

• Oversee day-to-day office operations and ensure an efficient and secure working environment.
• Manage office supplies, equipment, IT support, and facility maintenance.
• Develop and enforce administrative SOPs and ensure adherence to procurement protocols.

2. Human Resource Administration

• Maintain accurate and confidential employee records, including contracts, timesheets, and leave
• schedules.
• Support recruitment processes including job postings, interviews, onboarding, and exits.
• Coordinate staff performance reviews and provide HR support on employee relations and welfare.
• Ensure adherence to Ghana Labour Law and HACSA HR policies and procedures.
• Plan and implement staff capacity-building and professional development activities.

Financial Management:

1. Regulatory Compliance:

• Liaise with external auditors to ensure accuracy and compliance of Company’s accounts.
• Prepare and submit the Company’s Annual Return forms to the Registrar General
• Department.
• Maintain and regularize the Company’s records and certifications with the Ghana Revenue Authority.
• Ensure annual renewal of the Company’s certificates and licenses.
• Ensure compliance with government regulations and the Company’s policies.

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2. Reporting and Budgeting:

• Prepare monthly interim operational reports to support management decision-making.
• Participate in project-related budgeting exercises and prepare specific budgets for all activities.
• Support the preparation of financial reports for donor funding and ensure timely
• submission.
• Contribute to the improvement of organizational financial planning tools and templates.

3. Payments and Payroll:

• Ensure accurate and timely payment of invoices.
• Organize and ensure timely implementation of monthly payroll.
• Prepare all bank transfer request letters for payments.
• Ensure accurate payment of consultants’ fees and intern allowances.
• Ensure compliance with statutory deductions (e.g., SSNIT, PAYE) and remit them on time.

4. Financial Operations:

• Manage daily finance and accounting operations and perform monthly bank
• reconciliations.
• Develop and maintain effective internal accounting systems and policies.
• Ensure the accuracy of all receipts issued to donors.
• Oversee financial systems, including cash flow management and bank reconciliations.
• Support logistical arrangements for meetings, workshops, and events from a financial and operational
• standpoint.

Administrative Management

1. Liaison and Coordination:

• Act as the primary liaison and coordinate financial, operational audits, and compliance reviews
• conducted by GRA, SSNIT, and both internal and external auditors.
• Maintain professional relations with the Ghana Revenue Authorities and stay updated on financial
• regulations, including tax liabilities for individuals and the organization.
• Regularly check the office post office box.

2. Grant Management and Fundraising:

• Support the preparation of grant budgets, ensuring alignment with proposal narratives and donor
• requirements.
• Track grant disbursements, expenditures, and reporting deadlines to ensure timely compliance and
• reporting.
• Assist in grant management and ensure compliance with donor requirements.
• Maintain a grant tracking system to monitor financial and administrative obligations across multiple
• projects.
• Support fundraising events by managing financial logistics (e.g., ticketing, vendor payments,
• sponsorship invoicing).
• Assist in organizing fundraising strategies and campaigns, ensuring proper financial management and
• accountability.

3. Financial Planning:

• Participate in the development and periodic review of the organization’s strategic financial and
• operational plans.
• Provide financial analysis and forecasting to support strategic decision-making by leadership.
• Monitor cash flow and advise leadership on liquidity or spending adjustments.

4. Other Duties:

• Coordinate with program staff to ensure alignment of financial and administrative processes with
• program goals.
• Perform any other related tasks assigned by management.

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Competencies & Skills

• Excellent organizational, analytical, and time-management skills with the ability to prioritize multiple tasks
• effectively.
• Strong attention to detail and accuracy in both administrative and financial documentation.
• Strong interpersonal and communication skills with the ability to manage relationships across all levels.
• High ethical standards, confidentiality and discretion in handling sensitive financial and personnel
• information.
• Strategic thinker with a proactive approach to problem-solving and decision-making.
• Sound understanding of Ghana’s Labour Law, procurement regulations, and donor compliance
• requirements.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Passion for African heritage, culture, and social impact, with a commitment to promoting diversity, equity,
• and inclusion.
• Understanding of ethical fundraising practices and compliance with relevant laws and regulations.
• Consistently approaches work with energy, a positive attitude, and the ability to work professionally
• under pressure.
• Ability to supervise and mentor finance and administrative support staff.

Experience & Language Requirements

• 5-8 years of progressive experience in finance, administration, and human resources
• management, preferably in a leadership role within a non-profit, international NGO or donor-funded development environment.
• Strong experience in managing end-to-end financial operations, donor reporting, compliance, and grants management, including familiarity with multi-currency budgeting and audit processes.
• Demonstrated ability to lead and coordinate administrative systems, office management, and HR functions, including recruitment, staff welfare, and performance management.
• Accounting experience, preferably with nonprofit NFO and government-funded development projects.
• Demonstrable proficiency with Google Workspace, Microsoft Word, Excel, PowerPoint, Access, and accounting software like QuickBooks.
• Fluent in English, any other language is an asset.

Education

• Bachelors and/or Master’s degree in Business Administration, Finance, Accounting,
• Management or related field. Professional certification in ACCA, CIMA or equivalent is a strong advantage and preferred.