Summary of responsibilities:

•  The Office Secretary will be expected to perform secretarial and finance related tasks.  As the Secretary, she will focus on ensuring that the national office is conducive to operating the functions of HFH Ghana.  This position requires the ability to handle all visitors and inquiries, fully equip and keep equipped the supplies and accessories necessary for the office staff to carry out its duties, and to support all the departments in their activities.
•  The Office Secretary will be required to support the Finance department in preparation of monthly or quarterly reports any other duties that maybe assigned to her in that department.

Detail Responsibilities:
a) Secretarial/Front desk management:

•  Understand and articulate the Mission of HFH Ghana including the goal, mission statement and focus, the history, and the larger efforts of HFHI on a global level.
•  Maintain an inventory of office supplies for all HFH Ghana needs.
•  Provide technical support for document creation, data entry, photocopying, printing, and faxing for all departments.
•  In charge of preparing homeowner certificates to paid off homeowners
•  Greets visitors, ascertain their needs and assists them with their problems or refers them to appropriate persons
•  Answers telephone inquiries from the public and gives callers appropriate information or directs call to the appropriate person or department that would have relevant information
•  Develop and maintain an effective approach to in-coming and out-going e-mail correspondence.  This includes, but is not limited to:
•  Downloading messages daily and keeping central files on incoming and outgoing e-mails updated daily.
•  Filing hard copies of incoming and outgoing e-mails to appropriate files.
•  Archiving e-mails at the end of each month leaving only the last three months of e-mails on computer.
•  Draft responses to routine letters in consultation with her Supervisor
•  Provide logistical support for all external venue needs including those for guests, workshops, work –camps, and other events.
•  Work as a team member of HFH Ghana and its parent organization, HFH International.
•  Performs any other duties as assigned by HR Administrator, Senior Accounts Officer and the Senior Management team

b) National Office Financial Duties:

•  Primarily be the custodian of the National Office Petty cash imprest ensuring that all payments from the petty cash follow the all the necessary policies and procedures;
•  To balance and reconcile petty cash on a regular basis to detect mistakes, prevent the float being depleted before it’s replenished;
•  To keep petty cash safe at all times to prevent theft ensuring that all fraud and intended fraud are reported through the fraud notification procedure for prompt action.
•  Assist each month, the proper and timely completion of the HFHG accounts submissions, prior approval by the Finance & Administration Manager;
•  Enter all petty cash approved voucher onto HFHG postable templates and maintaining a cash log and a ledger for the National Office petty cash which details all expenses by budget and project code;
•  Responsible for updating and reconciling the Consolidated Assets Register on a monthly basis;
•  Process all invoices for goods and services in the bank payment vouchers for submission to the Finance department for payment.
•  Collate all expense report from staff for all onward submission to the finance department for processing;
•  Follow up on all loans paid off by homeowners and ensure that homeowner certificates have been printed and submitted to the respective homeowners.

Qualification Required & Experience

Skills Requirements:

•  Computer literate.  Microsoft Word, Excel, Publisher and Outlook abilities are required, Microsoft Access abilities preferred but not required.
•  Excellent interpersonal communication skills
•  Ability to prioritize and accomplish multiple duties and tasks.
•  Ability to respond to urgent requests for information or services.
•  The person must be a FEMALE and must not be more than 25 years old  at the time of the application

Experience Required:

•  At least three years of relevant corporate or business experience in secretarial duties or front office management preferably with NGO.

Education Required:

•  HND Secretaryship and Management Studies/ Administration or Bachelor in Management Studies from any recognized tertiary institution.

How To Apply For The Job

Applicants should forward their CVs together with application letters to:

management@habitatghana.org

Closing Date: 23 November 2012