Ministry of Food and Agriculture Administrative/Secretarial Jobs in Ghana
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BACKGROUND
The Government of Ghana has received funding from the International Fund for Agricultural Development (IFAD) for the implementation of Promoting Rural Opportunities, Sustainable Profits & Environmental Resilience (PROSPER)" Project. The project's total cost is estimated at US$52.5 million. This is made up of a Blended Loan of US$35.1 million and a Highly concessional Loan of US$17.3 million. The project will adopt the Value Chain Approach for developing agricultural growth in the country and aims at developing agricultural value chains and in crease agricultural production. PROSPER will support the implementation of the Ministry's five years strategy
The Project Development Goal/Objective:
PROSPER is to Strengthen the integration, climate resilience, and environmental sustainability of smallholders and businesses in the selected priority value chains.
Coverage/Geographic Area:
PROSPER will be implemented over an 8-year period. The geo-graphic area of intervention extends to eight (8) regions. Five (5) regions in the North (Northern, North East, Savannah, Upper West and Upper East Regions), and three neighbouring regions in the Middle Belt (Bono, Bone East, and Oti). Two regions down South (Eastern and Volta regions) are envisaged to be included during implementation.
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Project Targeting Strategy:
PROSPER's primary target groups will be the poorest households.
The targeting strategy considers: (i) high rural population (ii) high poverty prevalence (ii) high rate of food and nutrition insecurity (iv) strong concentration of female and male youth (v) presence of relevant economic opportunities (vi) the level of degradation of the productive Natu ral Resource base (particularly soil, water and vegetation) and (vii) indicators of climate vulnerability.
Project Components -
The project has three components:
Component 1: Development of rural institutions and socioeconomic infrastructure. The expected outcome is improved sustainable livelihoods in target areas supported by strengthened rural institutions and improved socioeconomic infrastructures. These actions are concentrated on investing in "public goods" (feeder roads/farm tracks, portable drinking water, public toilets) within and for the benefit of the targeted 100,000 beneficiaries in the project areas.
Component 2: Strengthening the economic benefits for smallholders and small operators around selected agricultural value chains.
The expected outcome is smallholders and small businesses draw greater benefits from the increasing market outlets for agricultural produce through comprehensive financial, capacity and marketing support. Whereas the first component will invest in the human, physical and natural resources of the target communities, the second component is concentrated on investing in the "private goods" of the population to bring about a sustained uplift in the earning capacity of agricultural producer groups and related enterprises
Component 3: Project management and Policy engagement.
The expected outcome of this support component is efficient and timely delivery of PROSPER development results and support to evidence-based sectoral policy formulation.
Duration and location of the assignment:
This is a full-time assignment for an initial period of 24 months renewable based on satisfactory performance from the date of contract signature for all positions. Selected consultants must not be engaged in any other ongoing assignment in Ghana or elsewhere at the time the employee contract comes into force. Non-compliance would lead to the cancellation of the contract by MOFA. Falsifying personal data would also lead to disqualification.
The location of the assignment will be outside Greater Accra.
Contract Type
Performance-based contract, initially for one year with the possibility of renewal based on satisfactory performance and project needs.
REPORTS TO: Administrative Secretary
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Overview of the Position
- The Office Assistant will provide comprehensive administrative and logistical support to ensure the efficient day-to-day operations of the Project Coordination and Management Unit (PCMU) office. This includes coordinating office activities, managing documentation, and providing essential support for project events and general administrative tasks.
Responsibilities
- Specific duties and responsibilities of Office Assistant are as follows:
- Provide office support and secretarial/administrative assistance in
order to contribute to the effective day-to-day running of the Office. - Provide administrative support for financial processes, including assisting with basic bookkeeping, managing the petty cash ledger, processing minor payments, and liaising with the finance team to ensure timely input and validation of financial data and reports.
- Manage office's relationship with all facility vendors/brokers to ensure the provision and maintenance of office facilities, services supplies and IT equipment, in close collaboration with internal counterparts.
- Management and interface with the various departments concerned at Project Office for telephone equipment, desktop computers, video conferencing system, IT access rights
- Interface with various suppliers and assist in the administrative tracking and filing of contracts.
- Keep track in a cost efficient manner of the office supply inventory and ensure all necessary office insurances are kept up-to-date
- Assist in keeping the office manual up to date
- Coordinate driver schedules and responsibilities, ensure accurate and up-to-date vehicle logbooks, and oversee general maintenance of project vehicles.
- Maintain office records, including incident logs and annual inventories of office assets.
Administration Support:
- Manage all incoming and outgoing correspondence (telephone calls, emails, mail) for the PCMU, directing inquiries appropriately
- Efficiently organize and manage diaries, and coordinate logistics for internal and external meetings, workshops, and project events (including venue booking, catering, and material preparation), with specific attention to events related to PROSPER's cross-cutting themes (e.g., gender, youth, climate training).
- Serve as the central administrative point of contact for the Project Office, handling requests from staff and external stakeholders, including the Ministry
- Perform comprehensive secretarial duties, including systematic document management, archiving (both physical and digital), photocopying, scanning, and printing
Required Skills or Experience
Minimum Qualifications (Essential)
- A minimum of a Senior High School Certificate.
- At least 3 years of relevant professional experience in administrative or office support roles.
- Demonstrated understanding of the PROSPER Project's objectives and operational context.
- Proficiency in basic office software (e.g., Microsoft Word, Excel, email applications).
- Strong organizational and multitasking skills with attention to detail.
- Ability to maintain confidentiality and handle sensitive information appropriately.
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Desirable Qualifications
- A Diploma or Higher National Diploma (HND)in Business Administration, Office Management, or a related field.
- Experience working in donor-funded projects (IFAD, World Bank, AfDB, etc) or within the public sector.
- Familiarity with basic financial processes, including petty cash management and invoice processing.
- Knowledge of inventory and asset management systems.
- Basic understanding of procurement and vendor management processes.
Core Competencies
- Administrative and Logistical Support: Ability to manage office supplies, coordinate meetings and events, and maintain organized filing systems (both digital and physical).
- Communication: Strong verbal and written communication skills; ability to interact professionally with internal and external stakeholders.
- Teamwork and Collaboration: Works effectively with others in a team environment and supports colleagues to achieve shared goals.
- Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.
- Adaptability: Willingness to take on varied tasks and adjust to changing project needs.
- Initiative: Proactive in identifying and resolving administrative issues.
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