Aurum Group Job Vacancy For Administrating Officer

The Aurum Institute in Ghana is offering a great opportunity to suitably qualified and experienced persons to fill the under listed positions to contribute towards our mission to improve the health of people and communities through innovation in Global Health Research and Systems.

We are focused on research, support and implementing integrated approaches to managing TB and HIV.

Job Functions: Administration

Industries: Admin, Office & Support,Ngo / Non-Profit

Specification

The Administrative Officer will be the first point of call for all persons visiting the Aurum Ghana Office and provide effective and efficient administrative support and associated services to all departments of the country office.

Requirements

• Develop and implement appropriate administrative systems and associated services for office running.
• Manage the diary of the Country Director and Management Team members in Ghana
• Follow-up tasks for the Country Director and Management including deliverables submission, information gathering, meeting and agenda management, email administration, routine reporting.
• Manage all calls to and from all offices, arrange teleconference calls and advise participants accordingly
• Set up and maintain electronic and hardcopy filing systems
• React to urgent requests / issues and contact the relevant officers
• Provide ad hoc support to all project implementation teams in house and externally
• Prepare travel arrangements including reimbursements for staff and other implementing partners when needed
• Plan and organize special events, workshops and meetings internally and externally with all relevant stakeholders including minutes taking and distribution.
• Gather, track, synthesize, and disseminate intelligence and other information regarding opportunities in the public and private sectors related to USG and relevant donors, foundations, corporations, and other bilateral and multi-lateral donors
• Support Finance & Operations Manager by preparing financial requests towards office running and in the preparation of reports and declarations to statutory bodies
• Write administrative correspondence and reports to all partners and stakeholders under supervision of Country Director and management team as necessary
• Manage the administration of implementing partners and sub recipients towards effective project implementation.
• Administer office petty cash and imprest account and process reimbursement requests of staff
• Manage housekeeping related to daily office running, functions, meetings facilities as well as housekeeping staff
• Liaise with ICT on the development and maintenance of intranet and internet connections.
• Perform other tasks and responsibilities as may be required

Office / Facilities Administration

• Meeting venue set up
• Stationary orders
• Office equipment management
• Response to requests for documentation and information
• Word and Excel spreadsheet preparations for tracker forms
• Meeting notes and agenda preparations