Assistant Finance & Administration Officer - PPAG

The Planned Parenthood Association of Ghana (PPAG) is a non-governmental, non-profit organisation established in 1967. It is a member of the International Planned Parenthood Federation (IPPF), and has over the decades played a pivotal role in the promotion of Sexual and Reproductive Health and Rights (SRHR) in Ghana.

PPAG was founded in response to the growing need for family planning education and services in the country. Since its inception, PPAG has evolved to become one of Ghana's leading providers and advocates for comprehensive sexual and reproductive health services, particularly focusing on young people and marginalised populations.

Guided by a rights-based approach, PPAG works to ensure that every individual especially women, youth, and vulnerable groups has access to accurate information and quality services that empower them to make informed choices about their sexual and reproductive lives. PPAG operates through a network of clinics, youth centers, community-based service delivery points, and peer educators spread across the country.

PPAG’s work includes family planning services, HIV/AIDS education and care, adolescent reproductive health, safe motherhood initiatives, and gender-based violence prevention among others. The Association also engages in advocacy and capacity building to influence policies and promote gender equality and youth-friendly health services.

With a vision to be the leading provider of quality and sustainable SRHR services in Ghana, PPAG continues to be a key player in advancing health, rights, and well-being for all Ghanaians.

Job Summary

The Planned Parenthood Association of Ghana (PPAG), an NGO and a member of the International Planned Parenthood Federation (IPPF), and a leading provider of Sexual and Reproductive Health (SRH) education and services, hereby invites result-oriented and committed persons to apply for the following vacant positions to be filled in the Association.

DIRECTLY REPORT TO: FACILITY HEAD

INDIRECTLY REPORT TO: FINANCE MANAGER and PROCUREMENT AND ADMINISTRATION MANAGER, HEAD OFFICE

LOCATIONS: SOGAKOPE

DURATION: EIGHT (8) MONTHS FOR THE START FROM MAY 2026 AND RENEWABLE ON ANNUAL BASIS

Duties and Responsibilities

Accounting and Finance

• Process all expenditure requests as approved by the facility head 
• Prepares monthly, quarterly, half yearly and annual financial reports and any other reports that may be assigned 
• Coordinates and ensures that expenditure returns are received, reviewed, properly coded and entered into the accounting system. 
• Ensures that consistency is maintained in the internal control system and report any lapses to the Finance Manager 
• Coordinates and ensures that funds are available for activity implementation 
• Undertakes monthly update of Fixed Asset Register for the facility and projects 
• Prepares and maintains up to date cash books for all bank accounts 
• Prepares monthly Bank Reconciliation statements 
• Assists in preparation of Annual Business Plan (ABP) 
• Prepares Annual Workplans at or before the beginning of the year and completes Performance Appraisal Form at the end of the year
• Manages the facility’s store in terms of Monthly reporting, receiving, recording, storage, issuing of goods/drugs/commodities meant for the facility.
• Ensures that stock records/ledgers are regularly updated using the Tally cards, etc.
• Conducts and reports on periodic stock counts
• Checks the consignment of all in-coming goods
• Confirm goods coming in by duly signing and stamping Goods Received Note
• Keeps a copy of the Goods Received Note

Administration and Procurement duties

Admin Duties:

• Provides secretarial support to the volunteers as may be required.
• Ensures that in-coming mails are sorted and duly dealt with
• Ensures that out-going mails are sent on schedule
• Files documents/correspondence appropriately, both manually and electronically
• Develops and maintains an updated office supplies list
• Provides secretarial support during meetings, seminars, training sessions/workshops
• Organizes and prepares budget for all facility meetings as applicable.
• Ensures information and communication flow within the facility and the Head Office
• Supervises the implementers and ensures that the office environment is clean and tidy
• Ensures judicious use of stationery and equipment
• Enter client’s information into the computer
• Responsible for filing clients’ cards after service delivery
• Responsible for the use of office vehicles; completion of vehicle requisition form, fuelling, maintenance, etc.

Procurement Duties:

• Responsible for the planning and the coordinating of all procurement activities at the facility
• Develop local Suppliers Database as approved in the National Database
• Serves as Secretary to the Procurement Evaluation Committee
• Devise and use fruitful sourcing strategies
• Examine goods procured to meet required standards
• Develop annual procurement plan for Facility Head’s approval
• Performs any other duties assigned by the immediate supervisor

Required Skills or Experience

Qualifications & Experience

• HND in Accounting or its equivalent. 
• A minimum of 2 years of relevant working experience. Proficiency in computer skills, spreadsheets, accounting packages and MS Word, Excel, and PowerPoint is required. 
• A good working knowledge of Accpac Accounting Software is preferable. 

The Person Must have: 

• Good working knowledge in the use of the computer 
• Experience in providing technical support to other staff 
• Have very good interpersonal, communication, and report writing skills 
• Must be honest, transparent and reliable 
• High sense of responsibility, accuracy and judgmental skills 
• Must be team player and able to work for long hours and under pressure 
• Must be able to work with little or no supervision and have an eye for details
• The person must reside within the Sogakope locality or willing to relocate to Sogakope at no cost to the Association.

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