Administrative Officer - Marie Stopes Ghana

The job holder provides administrative and secretarial support. He/she is responsible for coordinating travels including immigration activities, managing office stationary and other consumables. He/she oversees the management of the front desk ensuring an impressive outlook and professional image for MSIG. The successful candidate will manage MSIG Support Office Petty Cash imprest system and supervise relevant HR and Admin team members. The successful candidate will report to the Head of Human Resources

Key responsibilities include: 

• Oversees the management of the front desk
• Maintains an efficient and effective administrative support to the Country Director, and all Heads of Department as required.
• Processes all other correspondence or memos, and all utility bills (including telephone and internet bills
• Supports and coordinates routine/annual planning, objective/target-setting of relevant Admin and HR Team members’ Performance Review processes
• Responsible for hotel bookings, compiling itineraries for visitors and all team members as required
• Coordinates all meetings by ensuring that venue requested for all meetings or trainings are well prepared and make arrangements for all required logistics and consumables required.
• Obtains visas and makes travel arrangements for MSIG team members and MSI team members travelling to Ghana
• Effectively coordinates the acquisition and renewal of work and residence permits for non-nationals
• Manages and operates the MSIG Support Office Petty Cash Imprest system;
• Responsible for preparation of MSIG’s annual Budget for office equipment, stationery, supplies, utilities, etc
• Able to maintain supplies by checking stock to determine inventory levels and anticipates or plans stock requirements to place or make orders.
• Serves as the point of contact for all employees, providing administrative support and managing their queries to stakeholders (e.g. Health insurance providers, Ticketing agency etc.)
• Manages and record office stationery & other supplies/consumables and submit monthly Inventory count and Reconciliations Report to the Head of HR.
• Oversees the maintenance and cleaning of Support Office premises, including opening and closing of Offices.
• Assists in the execution of the day to day admin activities of the department and the entire organisation
• Any other duties that may come up.