Administrative Assistant Summary

Plan International Ghana is looking for a young talented, enthusiastic and qualified professional to join our team as an Administrative Assistant.

Plan International Ghana is looking for a young talented, enthusiastic and qualified professional to join our team as an Administrative Assistant. The role is based in Tamale and the successful candidate will largely be responsible for ensuring that communication between Plan’s internal and external audience is conducted in a seamless and professional manner whiles providing administrative back-up and secretarial support services to facilitate the implementation of program activities in the Northern Program Impact and Influence Area office and the Program Unit.

MAIN ACCOUNTABILITIES

Receives incoming and makes out-going calls and records them to ensure a free flow of information towards effective implementation of work as well as keep track of calls for review and allocation of cost towards the reduction of telephone bills.
Keeps, maintains and manages the front desk to receive both internal and external clients as well as enhance the image of the organization without any disruption of work or complaints from the public.
Receives visitors and directs them appropriately to provide effective client service and always maintains a good working relationship with the public without any negative feedback.
Ensure the reception area is never left idle. Always find a suitable replacement when not present at the reception.
Keep record of incoming and outgoing mails and document to ensure the effective outflow of work without any reports of missing documents or mails.
Provides logistical support for in-house training, staff meeting and travels to ensure the successful organization of such events without any adverse complaints about the adequacy of logistic items.
Assists in the preparation of material receiving report to account for and keep a track of all items ordered for program implementation without any losses incurred by Plan Ghana.
Responsible for the management of petty cash to ensure the effective disbursement, utilization and account of petty cash without any reports of mismanagement or misappropriation of funds.
Assists in the receipt and banking of funds received to keep a track of funds for program activities and always ensures the security and safeguarding of funds without any reports of loss of funds.
Always adheres to Plan’s Child Protection Policy to safeguard and protect the child without any reports or incidents of child abuse.
Performs any other duties related to the role that may be assigned from time to time to ensure the effective implementation of the Country’s program.
Follow up, collect and collate monthly over-time work sheets from drivers across Program Influencing and Impact Area and submit to Administrative Coordinator at CO per the deadline.
Liaises and/or assists the People & Culture Department in the coordination, induction and introduction of recruits to the NPIIA office to enable a smooth settling in of new starters. (E.g. Sitting position, knowledge of office environs.)
Purchase of office supplies and maintenance of store room inventory; this includes tracking and notifying the Supply Chain Specialist when items are at the established critical levels. Inventory of stock should never go beyond critical levels established.
Upon notice by the Supply Chain Specialist, coordinate the repair and maintenance of office equipment and machinery.
Any other tasks deemed appropriate and commensurate with the position’s level of responsibility.
Maintain a register for fixed and low value assets and lead a team to conduct annual verification.
Schedulling of vehicles and recording of vehicle travel data into trackpoint before the deadline.
Receive goods and enter them into SAP after ensuring everything is correct.
THE INDIVIDUAL

Qualification and Experience

Diploma/HND in Secretary-ship, Management Studies or equivalent
At least 3 years working experience in a similar position.
Experience working with an international NGO would be an advantage
Skills

Skills Specific to the post needed to put knowledge into practice.

Good communication and ICT skills
Good inter-personal skills
Good client/customer relations
Good writing and reporting skills
Strong team player
High level of discretion and responsibility
Good Planning & organizational skills
Culturally sensitive
Behaviour

Demonstrated behaviors needed by the post-holder to successfully perform the role:

Timeliness and proactive in the discharge of duties
Good planning organizational abilities
Communicates in a manner that inspires confidence and professionalism
Good human relations and listening abilities
Open to feedback and willingness to adopt to new approaches and processes
Ability to inter-face with all levels of management
Analytical and pays attention to detail
Good team player
Safety and security conscious
Location: Tamale, Ghana

Type of Role: Administration

Reports to: Supply Chain Manager

Job Type: Fixed Term Contract

Closing Date: 3rd May, 2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.