Administrative & Logistics Officer - BRAC Ghana

BRAC Ghana Savings and Loans Ltd (BGSL), is a socially responsible for-profit organization, engaging people, especially women in sustainable economic and income generating activities Ghana. Our mission is to provide a range of financial services responsibly to people at the bottom of the pyramid. BGSL is part of BRAC International Holdings B.V (BIHBV) which operates in seven countries across Africa and Asia.

Job Description

Duty station: Ashanti Region

PURPOSE

To perform tasks and provide support in all activities related to the role

MAJOR RESPONSIBILITIES

Administrative Support

• Complete clerical tasks such as filing, photocopying, faxing documents, scanning and organizing requests, receipts and other documents
• Responsible for handling the contents and maintaining supplies at the direction of the Admin and Procurement Manager
• Facilitate requests from branches/service points and the head office, and vice versa
• Receive, log and disburse supplies to the respective branches/service points 
• Prepare reports and ticklers, maintain files; prepare correspondence and presentations; and maintain office facilities, in support of the Admin and Procurement Manager.
• Log information into retrievable systems; track and monitor progress and/or disposition of requests, actions, files, documents, programs, etc.  This includes but is not limited to setting up and maintaining a tickler for follow-up files related to procurement requests and other tasks.  Report past due items to supervisor 
• Participate in the development and implementation of new/revised work steps, routines or processes.
• Support in making travel arrangements of supplies
• Update and adhere to updated policies and circulars to adapt to work processes accordingly
• Any other duties assigned 

Logistics/Projects Support

• Support in the identification of suitable facilities/office buildings in new communities for BGSL’s set-up
• Carry out facilities and communities’ assessments in support of BGSL’s expansion 
• Regularly visit and provide onsite monitoring and support towards facilities under (re)construction 
• Provide informed, timely and realistic suggestions and reports 
• Support the scouting for and assessing of suitable service providers/vendors to work with BGSL
• In collaboration with laid down policies, ensure compliance with processes, procedures, and best practices related to project operations 
• Maintain up-to-date information of projects and project participants’ in an accurate manner 
• Support the Admin Manager in ensuring that standards for project management and accountability are met
• Any other duties assigned

Safeguarding Responsibilities

• Establish a safeguarding culture across all level of the programme by implementing the safeguarding policy. 
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Required Skills or Experience

SPECIFIC EDUCATIONAL/PROFESSIONAL QUALIFICATION

• Minimum of a Bachelor’s Degree/Masters
• Concentration / Major:Business administration, Business Management, Logistics & Supply Chain Management, and Project Management

EXPERIENCE (Including sector/industry)

• Minimum 2 years’ experience in similar role.
• Prior experience in working in a finance environment is a plus

KNOWLEDGE, SKILLS & COMPETENCIES

• Highly able to exercise discretion with sensitive information. 
• Ability to work to deadlines and to organize work in a logical manner.
• Must be numerically sound with high attention to detail.
• Good administration and organizational skills, including prioritization and working to meet deadlines.
• Excellent oral, written and culturally sensitive communication skills. 
• Ability to obtain accurate, timely information.
• Creativity and initiative for finding variety of approaches to solve problems.
• Computer literate, with thorough knowledge of Microsoft Excel and 
• working knowledge of Microsoft Word.
• Profoundly analytical

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