This position is open to Ghana nationals only.

A local NGO is currently recruiting two persons for the position of Administrator for a new project in northern Ghana.  One of the incumbents will operate out of the project’s regional office in Wa, Upper West Region, and one will operate out of the regional office in Bolgatanga, Upper East Region.

PROJECT OVERVIEW
The ultimate outcome of this 6-year project is to enhance food security and resilience for poor male and female smallholder farmers (35% male/65% female) and their households in the three northern regions.  This ultimate outcome is to be achieved through increased, diversified and more equitable agricultural production; and increased, diversified and more equitable incomes and assets.

POSITION SUMMARY
The Administrator is directly answerable to the Regional Coordinator. He/she is responsible for providing office services by implementing administrative systems, procedures and policies.  While the Administrator reports directly to the Regional Coordinator, he/she will be supported by the project’s Senior Administrator based in the Tamale project office.

Essential duties and responsibilities include:

•  Provide administrative support to project staff (approximately 12 persons) based at the regional office.
•  Under the guidance of the senior administrator, establish and maintain office systems to ensure smooth functioning of the office.
•  Identify any administrative problems and resolve with assistance of the regional coordinator and/or senior administrator.
•  Maintain equipment inventory and maintenance records.
•  Provide information to the public and project personnel by answering questions and requests.
•  Maintain supplies inventory. Check stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies.
•  Contribute to team effort by accomplishing related results as needed.

Specific tasks

•  Establish and maintain secretarial practices that ensure reliable and accurate data required for business operations.
•  Execute and maintain office systems, calendars and schedules.
•  Prepare and manage correspondences, documents and reports.
•  Maintain databases, operate office equipment and manage office space.
•  Handle incoming mails, telephone calls, enquiries and requests.
•  Arrange and confirm appointments, organize external and internal events in collaboration with the project staff.
•  Organize and coordinate meetings, travel arrangements and conferences in collaboration with the project staff.
•  Maintain office systems (filing, data management, work procedures, collation of information etc.)
•  Take notes, prepare and distribute minutes of meetings.
•  Communicate (orally and/or in writing) in response to inquiries and to provide information.

Qualification Required & Experience

•  HND (minimum) in Business, Secretaryship or Management.
•  Three (3) years working experience, over and above national service.
•  Relevant training in Administration is an added advantage.

REQUISITE KNOWLEDGE, SKILLS AND ABILITIES

•  Knowledge of clerical and administrative procedures.
•  Knowledge of required software applications (Microsoft Office/word processing, spreadsheets, database management, etc.).
•  Basic level of gender awareness and commitment to effective integration of gender equality in project implementation.
•  Supply management and inventory control.
•  Good command of verbal communication (oral and written)/language (grammar, spelling etc.) in English.
•  Ability to speak at least one language commonly spoken in the region of posting.
•  Attention to detail.
•  Ability to maintain confidentiality.
•  Good planning, time management and interpersonal skills.

Location: Wa/Bolgatanga

How To Apply For The Job

Suitably qualified persons are invited to submit their cover letter detailing how their work experience and academic/professional qualifications meet the requirements described above, CV, and 3 professional references no later than February 8th, 2013 via e-mail to:

jobsapplications@yahoo.com

Closing Date: 08 February 2013

Please indicate in the subject line of the email which position is being applied for. The principles of employment equity are adhered to. Suitably qualified female candidates are strongly encouraged to apply. While all applicants are thanked for their interest, only short-listed candidates will be contacted for interviews.