A reputable Oil and Gas Company is looking for a professional Administrative Assistant for immediate employment.

Job Summary

• We are seeking a detail-oriented and proactive Administrative Assistant to join our team.
• The ideal candidate will be responsible for managing communication channels, organizing documents, providing administrative support, maintaining a clean workspace, assisting with financial tasks, ensuring compliance with safety guidelines, and generating monthly activity reports.
• Strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently are essential for success in this role.
• Candidates with accounting knowledge or experience will be preferred. If you are enthusiastic about contributing to a dynamic team environment and possess the necessary skills, we encourage you to apply.

Job Description/Requirements

You will be responsible in practice for the following:

1. Communication Management:

• Answer incoming calls, take messages, and coordinate correspondence with team members.
• Manage both incoming and outgoing communication effectively to ensure timely responses.

2. Document Management:

• Establish and maintain a comprehensive filing system for all documents, including incoming and outgoing correspondence.
• Assist with the distribution of incoming and outgoing mail to relevant recipients.

3. Administrative Support:

• Collaborate in planning various activities and programs to support the teams objectives.

ADMINISTRATIVE ASSISTANT ROLE

• Contribute to the organization and arrangement of meetings, training sessions, and recruitment processes.

4. Workspace Organization:

• Ensure a clean, organized, and conducive working environment for all team members.
• Uphold standards of tidiness and functionality to promote productivity and morale.

5. Document Preparation and Processing:

• Type, prepare, collate, and file documents accurately and efficiently.
• Handle the receipt and input of daily freight documents into the haulage management software.

6. Financial Administration:

• Assist in the preparation of payment vouchers for suppliers and manage petty cash transactions.
• Conduct monthly filing of tax documents (PAYE, SSNIT, GRA) and facilitate payments at the bank.
• Prepare and manage expenses related to BVO road activities.

7. Supportive Role:

• Assist team members with any secretarial tasks or administrative duties as assigned.
• Maintain confidentiality and professionalism when handling sensitive information.

8. Compliance and Reporting:

• Ensure all operational activities adhere to safety management guidelines (PATROM).
• Provide monthly reports of activities to the HR Manager to facilitate operational performance tracking.

Qualification Required & Experience

QUALIFICATION, EXPERIENCE AND COMPETENCIES REQUIRED

• High school diploma or equivalent; additional certification in office management is a plus
• Proven experience in administrative roles, preferably in a large multinational taskforce environment
• Proficiency in Microsoft Office Suite and other relevant software applications

ADMINISTRATIVE ASSISTANT ROLE

• Knowledge of basic accounting principles or previous experience in accounting-related tasks is preferred
• Excellent communication and interpersonal skills
• Strong organizational and multitasking abilities
• Attention to detail and accuracy in document handling
• Knowledge of safety management guidelines and compliance procedures is advantageous
• Must have good interpersonal and organizational skills, as well as, a good level of computer literacy and be proficient in Microsoft Office.
• Excellent communication and presentation skills in both written and verbal English.
• Ability to work collaboratively within a team and independently when required
• Adaptability to changing priorities and deadlines
• Commitment to maintaining confidentiality and professionalism
• Eagerness to learn and contribute to the overall success of the team
• Ability to generate monthly activity reports for performance tracking purposes

Location: Accra

How To Apply For The Job

Interested and qualified candidates should submit their updated resumes and cover letters to:

sphhrrecruitment@gmail.com with the subject line ;Administrative Assistant Application.

Early application submissions would be appreciated.

Closing Date: 08 May, 2024

Kindly note that only shortlisted candidates will be contacted.