The African Women’s Development Fund (AWDF) is a grant making foundation, which aims to support the work of the African women’s movement for peace, equality, sustainable development and social justice. AWDF, which is based in Accra, Ghana, requires the services of an astute, experienced, innovative, dedicated and dependable Administrative Assistant. Priority shall be given to female applicants.

Scope

Her responsibility shall be to assist the Human Resource Manager in providing administrative and HR services to the organisation to ensuring that AWDF’s operations are executed in an effective, accurate and up to date manner.

Responsibilities:

•   Resolves administrative problems by coordinating logistical complaints: receive, record and invite the relevant service provider to fix the problem
•   Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
•   Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
•   Assist in procurement processes according to the organisation’s procurement policy
•   Maintain electronic and hard copy filing system
•   Maintain confidential records and files
•   Take minutes at meetings and distribute them 7 days after the meeting
•   Provide professional administrative support to supervisor during recruitment process – collate soft and hard copies of applications received; communicate interview schedules, etc.
•   Maintain and file applicant information in a structured way.
•   Coordinate logistical arrangements both in-house and external events according to laid down procedures (flight bookings, accommodation, venue, for board meetings; Organise information / board papers other organisational meetings.
•   Ordering and maintaining stationery and equipment supplies (checking quotations, wait for approval before purchases are made)
•   Renewal of permits , NGO recognition certificate and Filling of annual returns
•   Ensure effective and efficient filling of documents
•   Any other duties as may be assigned by the line manager

Qualification Required & Experience

Person Specification

•   Bachelor degree in HR/ Administration or its equivalents required
•   Minimum of  2 years of hands on administrative support experience
•   Proficiency in MS Word, MS Excel and MS Outlook a must
•   Knowledge of office administration and reasonable knowledge of Human Resource management
•   Knowledge of operating standard office equipment

Competencies required:

•   Must have excellent communication (oral and written ) and listening skills
•   Ability to speak and interact clearly and professionally
•   Ability to prioritise work and strong problem solving skills
•   Good research skills and attention to detail
•   Ability to work methodically, accurately, timely and neatly
•   Must be a team player with excellent inter personal skills
•   Experienced working with an international organisation and has cultural awareness (preferred)
•   Has good analytical skills
•   Extremely organised. Strong multi-tasking and time-management skills.
•   Can handle sensitive information with the highest degree of integrity and confidentiality.
•   Knowledge in ticketing is a plus.
•   Ability to work on one’s own with minimum supervision.

Location: Accra

How To Apply For The Job

Qualified candidates should send typewritten applications and a CV of not more than 3 pages to the:-

Human Resource Manager
African Women's Development Fund (AWDF)
78 Ambassadorial Enclave
East Legon
P.M.B.CT 89
Cantonments Accra

Copies should be sent by email to:-

grace@awdf.org with 'Administrative Assistant' as the subject reference. Applications should reach AWDF no later than April 20, 2014.

Closing Date: 20 April, 2014