The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operations.

SCOPE
The Administrative Assistant reports to the Administrative Officer and is responsible for providing administrative and clerical services. Providing these services in an effective and efficient manner will ensure that operations are maintained in an effective and efficient manner.

Provide administrative support to ensure that operations are maintained in an effective, up to date and accurate manner

•   Type correspondence, reports and other documents
•   Maintain office files
•   Open and distribute the mail
•   Take minutes at meetings
•   Distribute minutes
•   Coordinate repairs to office equipment

Provide support to Director to ensure that management is provided with the resources to make effective decisions

•   Maintain confidential records and files
•   Maintain records of decisions
•   Arrange for payment of honorariums, allowances, etc
•   Research and assist with the preparation of policies and procedures
•   Review and edit reports to the management
•   Prepare correspondence for director
•   Prepare documents and reports on the office assets
•   Schedule meetings
•   Prepare agendas for meeting
•   Coordinate correspondence with external staff, associates and consultants
•   Record minutes and submit minutes for approval

Provide receptionist services

Main Activities: Greet and assist visitors

Answer phones

Direct calls and respond to inquiries
Perform other related duties as required

The incumbent must have proficient knowledge in the following areas:

knowledge of office administration and bookkeeping procedures
knowledge of council and committee systems
ability to maintain a high level of accuracy confidentiality concerning financial and employee files

Skills
The incumbent must demonstrate the following skills:

•   excellent interpersonal skills
•   team building skills
•   analytical and problem solving skill
•   decision making skills
•   effective verbal and listening communications skills
•   attention to detail and high level of accuracy
•   very effective organizational skills
•   effective written communications skills
•   computer skills including the ability to operate spreadsheet and wordprocessing programs
•   stress management skills
•   time management skills
•   ability to speak the local language

Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Finance and Administration Officer. The incumbent must also demonstrate the following personal attributes:

•   be honest and trustworthy
•   be respectful
•   possess cultural awareness and sensitivity
•   be flexible
•   demonstrate sound work ethics
•   The incumbent would normally attain the required knowledge and skills through completion of office procedures coursework combined with related administrative experience. Equivalencies will be considered.

Location: Spintex Road near Ecobank, Accra / Tema

How To Apply For The Job

To apply, please send you the following to the following email email:-

benocra5@yahoo.com

•   CV
•   A brief cover letter indicating why you think you are the best candidate for this job.
•   a recent photograph or passport size picture (email electronic copy with application)

Note: any diviation from this mode of application will not be tolerated.

Closing Date: 29 September, 2013