Duties

Under the technical supervision of the National Admin & Finance Officer, the Administrative Assistant will:

• Handle travel-related arrangements for IFDC Ghana (visas)
• Coordination of procurements by sourcing for price quotations, assisting in bid openings/evaluations, and preparation of required documentation for procurement processes
• Assist in maintaining an up-to-date asset/ inventory register and maintain a record of asset/inventory movements
• Performs physical count of inventory, monitors inventory levels reconcile physical inventories with the actual stock count, and ensure all assets are tagged.
• Follow up with suppliers to schedule deliveries, resolve any problems on outstanding and overdue delivery of orders, and review supplier invoices and expense claims against procurement-related services before forwarding them for payment processing
• Maintain an up-to-date filing system for all administrative, procurement, inventory of assets and supplies
• Liaison between IFDC and Foreign Affairs Ministry
• Arrange for residence permits for non-Ghanaian staff and their dependents
• Liaise with Ghana Immigration Service for the application and issuing of Work and Residence Permit for all foreigners in Ghana and the NWAFD offices
• Manage administrative tasks such as printing, copying, scanning support, etc.
• Prepare and process various administrative forms such as business cards, expense reimbursement, travel requests.
• Ensure that timesheets are submitted by staff on time.
• Assist in hotel reservation and conferencing
• Ensure the pick-up and drop-off of staff and visitors at assigned designated places.
• Perform any other duties deemed necessary and requested by the supervisor

Required Experience

Qualifications & Experience

• Bachelor’s degree with at least 3-6 years of administrative support experience
• Demonstrated commitment to providing quality administrative support to both management and staff.
• Ability to multi-task and prioritize tasks.
• Ability to learn and improve quickly.
• Solutions-oriented team player.
• A strong command of writing/editing skills
• Good interpersonal and communication skills.
• Strong proficiency in MS Word, Excel, PowerPoint, etc.
• Experience in multicultural, multilingual environments.
• A working knowledge in French will be an advantage.