Job Description

Administrative Officer (Temporary), Global Health

Location:
Accra
Ghana

POSITION: Administrative Officer (Temporary)

REPORTS TO: Procurement & Logistics Manager


DUTY STATION: Accra, Ghana 


DURATION:  Three Months


MINIMUM HOURS OF WORK:40 hours per week

BACKGROUND


The purpose of the US Government -funded Integrated Health Partnership (IHP) activity to strategically contribute to the Government of Ghana’s strategies to reduce preventable maternal, newborn and child deaths, including stillbirths, and improve their overall health and well-being by 2030. Activities are expected to advance Ghana toward increased localization, strengthening the capacity of Ghana institutions and local organizations to introduce, deliver, scale-up, and sustain the use of evidence-based, quality MNCH, voluntary family planning, malaria, and global health security services. The project will increase access, utilization and quality of maternal and child health, family planning, malaria, and nutrition services to reduce preventable maternal, newborn and child deaths in northern Ghana. 


The project strategies are organized across four intermediate results: Improve access and reduce barriers to integrated health services; Increase utilization of integrated health services; Enhance the quality of integrated health services; and strengthen the sustainability of health networks. 

POSITION SUMMARY:


Project HOPE seeks an Administrative Officer to support the Administrative & logistical processes of the project HOPE Accra office and the IHP activity.


The Administrative Officer will be responsible for performing and coordinating all admin tasks related to the IHP project, including providing administrative/secretarial support to the Chief of Party and other logistical and procurement support of the Accra Office.


He/she will coordinate the standardization of processes, according to the outlines of Project HOPE and in fulfillment with local laws and government entities.


He/she will be responsible for receiving calls or visitors and directing them to the appropriate areas; and supervising the office, office supplies, office equipment, security, hospitality, cleaning and other related tasks.

KEY RESPONSIBILITIES:

  • Coordinate all general administrative management support for the Accra office and IHP activity.
  • Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
  • Support with scheduling meetings (internal and external) as needed, take and share minutes of meetings, and assist with audiovisual equipment and set up virtual meetings. 
  • Coordinate all general administrative management support for the Accra office and IHP activity.
  • Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
  • Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
  • Coordinate drafting, translation, transmitting, and/or advertisement of all correspondence within Project HOPE Ghana and with donors and partners
  • Coordinate with and support local and international staff and partners with Visas, travel, work permits and other relevant admin and logistics activities
  • Assist with the creation and maintenance of secure systems for online documents sharing, record keeping, electronic approvals, vendor and other relevant systems.
  • Provide logistics support to HR colleagues as necessary
  • Fulfil other duties and responsibilities as may be reasonably assigned by the HR Team.

    • QUALIFICATION AND WORK EXPERIENCE:

  • Degree in Business Administration/ Management, a professional certificate is an advantage
  • 3-5 years’ experience providing administrative and logistical support, preferably with an INGO. 
  • Fluent in written and spoken English
  • Proficiency in Microsoft Office suite, including Word and Excel

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