JSI Research and Training Institute, Inc. is a leader in improving the health of individuals and communities by providing high-quality technical and managerial assistance to public health programs worldwide. JSI has implemented projects in 104 countries, and currently operates from eight U.S. and 81 international offices for the past 30 years.

Job Title: Finance and Administrative Assistant (FAO) (Job: GH-441417)

JSI Research & Training Institute, Inc. (JSI) has received funding from the United States Agency for International Development to implement the Strengthening Partnerships, Results and Innovations in Nutrition Globally (SPRING) Project to work in northern Ghana with a focus on strengthening the treatment and preventive nutrition services in health facilities, and overseeing the implementation of specific tasks that strengthen community based nutrition improvements.

Job Summary:
Finance and Administrative Assistant (FAO - 2) will provide administrative, logistical, and financial support to the SPRING staff based in Tamale and Accra, as well as the SPRING staff based at the district level.

•   Job Location: Tamale and Accra, Ghana
•   Reporting Relationship: The F&A Assistant reports to the Finance and Administration Officer

Major Duties and Responsibilities include, but are not limited to:

Vendor Payment Processing – VAT Exemption Processing

•   Obtain original VAT invoices with schedule from the Accountant
•   Dispatch the VAT invoices to the USAID mission for VAT Exemption
•   Collect VAT Relief Purchase Order
•   Make copies of the Relief Orders and dispatch originals to respective vendors

Procurement

•   Identify suppliers for potential procurement
•   Obtain 3 quotes for all potential procurement above $500
•   Forward quotes to the Finance & Administrative Officer

Office Management  

•   Ensure office space is organized and maintained
•   Supervise relevant office staff to facilitate the upkeep of the internal office conditions, External office environment, and replenishment office supplies
•   Manage relations with external service providers
•   Supervise the delivery of service in accordance with contract terms – Server, computers, internet service maintenance, vehicle / generator maintenance, office security, vehicles, hotels etc
•   Provide input for the evaluation of service provider performance over the contract period

Support office meetings and conferences

•   Develop and update schedule conference room use
•   Facilitate logistics of internal meetings / conferences
•   Provide administrative support for internal meetings/conferences

Manage Office Inventory & Register

•   Update the Office inventory register (document, tag additions) – monthly
•   Develop and update database for locational inventory register (by office location and official allocation)
•   Supervise and track shared office equipment use (projectors, camera, moveable printers etc. by ensuring issue/return documentation).

Office Logistics Support

•   Manage FO drivers schedules
•   Manage vehicle travel schedules
•   Manage vehicle log book – Ensure correct / timely filling of log books.

Program Logistics Support

•   Manage vehicle service vendors
•   Schedule travels in accordance with requests
•   Supervise vehicle inspection
•   Follow up on travel issues
•   Forward invoices to Finance and Administration Officer for PO

Other Activities

•   Update  staff monthly leave schedule
•   Update staff availability schedule  on a weekly basis
•   Manage implementation of the monthly FAA calendar
•   Manage / update official document archive (filling system).
•   Supervise the annual renewal of vehicle insurance and road worthiness certificates.
•   Supervise the weekly attendance to the post mail box.
•   Manage the consistent provision / payment for utilities (i.e. water, electricity, telephone, internet, waste collection etc).

Qualification Required & Experience

•   Ability to work independently with minimum supervision in a multi-cultural environment.
•   Excellent written and verbal communication, analytical, decision making, problem solving and administrative skills.
•   Must be able to juggle multiple assignments, meet deadlines, work flexibly in a dynamic, fast paced environment and maintain sense of perspective.
•   The position requires a fair minded, people oriented and caring individual with excellent interpersonal skills and sensitivity to diversity.
•   Successful experience in similar jobs.
•   Required computer skills included MS Office (minimum Word and Excel)
•   Excellent organizational skills and attention to detail.
•   Experience working with USAID funded projects will be an added advantage

Location: Accra and Tamale

How To Apply For The Job

JSI is an equal opportunity employer. All qualified individual are welcome to apply. Please send your cover letter and CV to jobs@spring-nutrition.org or the JSI address listed below.

•   If you submit via e-mail, please write the title of the job you are applying to in the subject line.
•   JSI will only contact short-listed applicants.
•   Please no phone calls. Deadline for submission is 30 June, 2014.

SPRING Representative
JSI Research & Training Institute, Inc.
House# F134/5
Third Soula Street
Labone
Accra, Ghana

Closing Date: 03 July, 2014

www.jsi.com
http://www.spring-nutrition.org