9 May 2017

Reputable Company Job Vacancy : Administrative Officer

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Our client, a global health organization with the aim of improving the health of people in developing countries is looking for a well-organized and a proactive Administrative Officer to help with their operations in Ghana.

 ROLE PROFILE

The Administrative Officer will provide administrative support and assistance to the Human Resources /Administrative Manager.

 SPECIFIC DUTIES

Administration

  • Assist in effective day- to-day office management systems.
  • Book flights, arrange for transport and hotel accommodation.
  • Schedule appointments, meetings and prepare meeting minutes
  • Responsible for managing office supplies, cleaning services, contractors to ensure safe and efficient operations of the facilities and grounds.
  • Lead the asset management function.
  • Assist with paper and electronic filing systems and ensured they are properly structured and efficiently maintained.
  • Support the human resources / administrative manager with the day to day operation
  • Arrange for the collection of in-coming postage as well as out -going mail for the office.
  • Support travelers logistically while they are deployed and follow up to ensure they have provided all required documentation for expenses.
  • Assist in the planning of logistics for conferences, workshops and trainings
  • Ensure that all official vehicles are roadworthy and have insurance coverage annually.

Procurement

  • Prepare Request for proposal (RFP) and Request for Quotation (RFQ) documents
  • Assist to develop annual procurement plan as per the annual work plan and budget.
  • Review all requisitions and price quotation from vendors.
  • Assist HR/ Administrative Manager in the preparation of bids and contracts.
  • Assist with all procurement of goods and services for Ghana Social Marketing Program (GSMP) operations in the field and office consistent with policies and standard operating procedures

Human Resource Administration

  • Work closely with various departments, assisting employees to understand policies and procedures;
  • Assist with recruitment and selection which involves developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates;
  • Assist with development and implementation of policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management;
  • Administer payroll and maintain employee records;
  • Assist with HR planning strategies, considering immediate and long-term staff requirements;
  • Plan and deliver training – including inductions for new staff

 EDUCATION AND EXPERIENCE

  • A good first degree in business administration (Management Option) or related field
  • 3-5 years’ experience in providing support at administrative level
  • Must also have a background in human resources, procurement and administration
  • Knowledge of standard office administrative practices and procedures
  • Master’s degree is an advantage

 REQUIREMENT

  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
  • Must have 90% communication skills
  • Must have fair knowledge in business development
  • Must have 40% knowledge in information technology
  • Fair knowledge in finance, human resource, marketing and governmental issues

PERSONALITY COMPETENCIES

  • Must have organizational and planning skills
  • Information gathering and monitoring skills
  • Problem analysis and problem solving skills
  • judgment and decision-making ability
  • Must be initiative and a sense of confidentiality
  • Must be team member and pay attention to detail and accuracy
  • Must be able to adapt


How to Apply

To apply, send CVs to [email protected]




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