Total Family Health Organisation Job Vacancy For Administrative Officer

Job Description

Administration

• Manage day- to-day office administrative activities and oversee administrative processes.
• Manage office supplies and all contractors related to the upkeep and safe and efficient operations of the facilities and grounds.
• Lead the asset management function.
• Assist with paper and electronic filing systems and ensure they are properly structured and efficiently maintained.
• Book flights, arrange for transport and hotel accommodation.

• Support travelers logistically while they are deployed and follow up to ensure they have provided all required documentation for expenses.
• Planning and logistics for conferences, workshops and trainings
• Ensure that all official vehicles are roadworthy and have insurance coverage annually
• Monitor travel protocols including monthly checks of vehicle logs and implementation of travel policy
• Schedule appointments, meetings and prepare meeting minutes at all staff meeting
• Supervise administrative assistant and drivers

Human Resource Administration

• Work closely with various departments to assist employees to understand policies and procedures;
• Assist with recruitment and selection which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates;
• Assist with development and implementation of policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management;
• Administer payroll and maintain employee records;
• Assist the Senior HR/Administration Manager with payroll preparation
• Assist with HR planning strategies, considering immediate and long-term staff requirements;
• Plan and deliver training – including inductions for new staff

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Security

• Track and communicate any security related activities in the country that may harm staff.
• Conduct a quarterly threat and assessment review.
• Orient all international visitors to life in Ghana.

Required Skills or Experience

Educational requirements

Bachelor’s Degree in Business Administration or a relevant field

Experience

• Minimum 3-years office experience in office administration and/or HR support role
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Knowledge of standard office administrative practices and procedures
• Master’s degree an advantage

Success Attributes:

• organizational and planning skills
• information gathering and monitoring skills
• problem analysis and problem-solving skills
• judgment and decision-making ability
• Strong written and verbal communication skills
• Ability to take good initiatives
• Confidentiality
• Good team member
• Attention to detail and accuracy
• Adaptability

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