Ubiquity Administrative/Secretarial Jobs in Accra
This opportunity at Ubiquity in Accra is ideal for candidates looking for employment, competitive salaries, and career growth opportunities.
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Full Job Description - Read Carefully
Job Purpose
The Administrative Assistant provides day-to-day administrative and operational support to the People & Places Team. This role ensures efficient coordination of HR processes, smooth running of on-site facilities, and general administrative support to enhance employee experience and operational effectiveness.
Key Responsibilities
1. HR Support
- Assist in coordinating recruitment activities — scheduling interviews, preparing interview materials, and following up with candidates.
- Support onboarding and offboarding processes — preparing documentation, coordinating induction sessions, and maintaining employee records.
- Maintain and update HR databases and personnel files, ensuring accuracy and confidentiality.
- Assist in organizing training sessions, employee engagement activities, and HR communication initiatives.
- Track attendance, paid time off, and other HR metrics for reporting and compliance purposes.
- Support payroll preparation by collecting and verifying attendance data and other required inputs.
- Respond to employee queries regarding HR policies, benefits, and procedures.
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2. Facilities Support
- Coordinate office and facilities maintenance, ensuring that equipment, workstations, and meeting rooms are in good working condition.
- Liaise with vendors and contractors for repairs, cleaning, and supply of office essentials.
- Monitor inventory levels for office supplies, stationery, and pantry items; raise requisitions as needed.
- Support site safety and security compliance, including access control and visitor management.
- Report and follow up on maintenance issues in collaboration with the Facilities team.
- Assist in planning and coordinating on-site logistics for meetings, company events, and client visits.
3. Administrative Support
- Prepare letters, memos, reports, and other documents as requested by HR or management.
- Handle incoming and outgoing correspondence, phone calls, and emails professionally.
- Maintain an efficient filing and documentation system (both digital and hardcopy).
- Contribute to continuous improvement of administrative and operational processes.
- Any other duties as assigned.
Qualifications and Experience
- Bachelor’s degree in Business Administration, Human Resource Management, Social Sciences or related field.
- Basic knowledge of HR processes, labor regulations, and office management practices.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong communication, organization, and multitasking skills.
Key Competencies
- Excellent attention to detail and accuracy.
- Ability to handle confidential information discreetly.
- Strong interpersonal and problem-solving skills.
- Customer service orientation and teamwork spirit.
- Proactive and able to work under minimal supervision in a fast-paced environment.
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Work Conditions
- Office-based role (with rotational shifts if required).
- May require occasional support during weekends or after-hours for facility or HR events.
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