Project HOPE seeks an Administrative Assistant to support the administrative and logistical processes of the Project HOPE Accra office and the IHP activity under the supervision of the HR Manager. They will be responsible for performing and coordinating all administrative tasks related to the IHP project, including providing administrative and secretarial support to the Chief of Party and other Project HOPE staff. The Administrative Assistant will coordinate the standardization of processes, according to the outlines of Project HOPE and in fulfillment with local laws and government entities. They will be responsible for receiving calls or visitors and directing them to appropriate areas; maintaining an orderly and safe office environment; and supervising the office, office supplies, office equipment, security, hospitality services, cleaning, and other related tasks.

 PRINCIPAL RESPONSIBILITIES:

1. Coordinate all general administrative management support for the Accra office and IHP activity.
2. Support the HR Manager in monitoring the performance and functions of personnel according to their established job descriptions.
3. Develop tools and standardize formats to contribute to the implementation process of procedures at all levels.
4. Support colleagues and units with initiating, documenting, tracking, and reporting on the procurement, distribution, and delivery of goods and services for the IHP activity.
5. Support with scheduling meetings (internal and external) as needed, take and share meeting minutes, and assist with audiovisual equipment and set up for virtual meetings.
6. Establish and maintain updated records of procurement, logistics, asset inventories, movements, vendors, and local procurement and logistics laws.
7. Coordinate drafting, translation, transmission, and/or advertisement of all correspondence within Project HOPE Ghana and with donors and partners.
8. Supervise office rental contracts (landlord/building issues), utilities, security, cleaning, hospitality, stationary supplies, and equipment maintenance, including identifying vendors and developing and enforcing performance schedules, inventories, and proper operation of all items in the Accra office.
9. Ensure consistent and sufficient office supplies and maintenance of the Accra office.
10. Provide support to HR, logistic, and procurement colleagues, as necessary.
11. Coordinate with and support local and international staff and partners with visas, travel, work permits, and other relevant administrative and logistical activities.
12. Assist with the creation and maintenance of secure systems for online document sharing, record keeping, electronic approvals, vendors, and other relevant systems.

Fulfill other duties and responsibilities as may be reasonably assigned by the HR Manager.

MINIMUM REQUIRED SKILLS, EDUCATION AND EXPERIENCE:

• Bachelor’s degree in business administration, public administration, management, or other relevant field from a recognized university. A post-graduate diploma is advantageous.
• Three years of relevant work experience in administration, human resources, finance, or similar field. Experience with nonprofit organizations is preferred.
• Experience providing administrative support to a donor-funded project preferred.
• Excellent computer skills, including a strong familiarity with Microsoft Office packages (Word, Excel, etc.).
• Working knowledge of digital accounting programs preferred.
• English proficiency, written and spoken.
• Excellent communication skills, including working experience with high-level government and partner staff.
• Ability to work under pressure, meet deadlines, solve problems, and achieve high-quality results.