CARE works in 87 countries around the world to support over 900 poverty-fighting development and emergency projects.

Our Mission

•   To serve individuals and families in the poorest communities in the world

Our Vision

•   We seek a world of hope, tolerance and social justice, where poverty has been overcome and people live in dignity and security.

Job Summary

•   The Administrative Assistant’s overall responsibility is to ensure the day to day running of the Sub Office administration in an efficient and cost effective manner while keeping in mind legal considerations and donor requirements where necessary.
•   S/he is directly in charge of procurement of goods and services and supervises the management/maintenance of all properties,, buildings, and inventory.
•   S/he also supervises the implementation and monitoring of administrative systems and the support to the sub-offices’ administration.
•   The incumbent will provide support and answers to questions related to administration, counsel and advice, and deal with customers with maturity, tact and diplomacy.
•   S/he will also prepare and manage security contracts/issues for the Sub office.
•   This position is based in Tamale.

Key Responsibilities:

•   Ensures quality and timely supply of goods and services (procurement) in accordance with care rules
•   Review approved Vendor List for the sub office and keep it updated at all times, manage and maintain relationship with the preferred vendors.
•   Maintain an up to date inventory (electronic inventory register) for the Sub office assets including vehicles, office and project equipment, following established procedures
•   Produce the necessary information to update the inventory for the annual insurance of CARE Ghana’s properties with CARE Headquarters
•   Submit to HQ every two weeks the list of new assets bought for decal number
•   Approve movement of inventory items within the sub office
•   Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with the security agency
•   Supervise the maintenance of CARE equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, vehicles etc.) through regular service contracts as appropriate
•   Implement tools and systems for smooth and efficient administrative and human resource management processes
•   Support the implementation of CARE Ghana administrative and HR policies and procedures in the Sub office and supervise compliance with donor regulations
•   Conduct anti-terrorism checks on all new vendors, employees and consultants before they are entered into the system
•   Maintain personnel files and ensure all required documents are appropriately filed
•   Assist Management and the department/project managers to determine the SOs needs of equipment and office supplies and supply indicative price for goods and services
•   Monitor the leave of sub office staff and prepare monthly leave report for the SO
•   Supervise the inventory management in the field-office and with partners and ensure at least one physical count annually and produce the report
•   Advise management on disposal of inventory items
•   Approve movement of inventory items within the sub office
•   Ensure that all lease contracts terms are respected
•   Advise the Finance Officer on terms and conditions of contracts relating to lease and maintenance of equipment to ensure that payments are made as agreed
•   Review Travel Expense Reports (TERs) of staff and Scan staff requests to Accra main office
•   Consolidate Sub office PAR  and Monitor official receipt booklets
•   Validate all account codes, Project ID and Fund codes charged to petty cash accounts.
•   Maintain a good filing system in the sub office

Qualification Required & Experience

•   First degree in Administration, Management, Business or equivalent experience or a combination of education and working experience in Finance.
•   Minimum of 2 years progressively responsible experience in procurement, property management and administrative work. A good experience in supervision is required
•   Previous experience working with an NGO or a development organization will be an added advantage
•   Excellent Analytical skill, good written and oral communication skills, Ability to exercise independent judgment and work without direction.
•   Ability to multi tasked work within deadlines, Proficient in use of Microsoft applications, including excel, word, PowerPoint & Outlook (or similar software), Good knowledge of Administration systems and practice, policies and procedures
•   Familiar  with donor rules and regulations (EU, USAID, CIDA) and basic finance or accounting practices
•   Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in organization.
•   Excellent planning, organization and time management skills and ability to work independently
•   Fluency in English and Strong team player
•   Strong problem solving, analytical, operational and coordinating abilities
•   Good interpersonal, oral and written communication and presentation skills

Location: Accra

How To Apply For The Job

Interested candidates should submit their applications and detailed CVs to the HR Officer, CARE International in Ghana or electronically to:-

hr.ghana@co.care.org

Closing Date: 20 April, 2016

•   PLEASE INDICATE CLEARLY IN THE SUBJECT LINE THE POSITION YOU ARE APPLYING FOR.
•   Closing date for submission of applications is Wednesday 20th April  2016.
•   Only shortlisted applicants will be contacted.

OUR DIVERSITY IS OUR STRENGTH; WE ENCOURAGE PEOPLE FROM ALL BACKGROUNDS AND EXPERIENCES, PARTICULARLY WOMEN, TO APPLY