1 Job Overview:

2 Duties:

General Duties

• Office procedures: Develop and implement office policies and procedures to improve efficiency and ensure compliance with company standards.
• Supplies Management: Monitor and manage office supplies inventory, placing orders as necessary to ensure adequate stock levels.
• Facility Management: Oversee the maintenance and upkeep of office facilities, coordinating with vendors and service providers as needed.
• Executive Assistance: Provide administrative support to senior management, including supervising the running of required errands, scheduling meetings, managing calendars, and preparing reports.
• Documentation: Prepare, edit, and distribute correspondence, reports, memos, and other documents.
• Meeting Coordination: Organize and coordinate meetings, including booking venues, preparing agendas, and taking meeting minutes.
• Staff Supervision: Supervise administrative staff, providing guidance, training, and performance evaluations.
• Work Allocation: Assign tasks and projects to administrative team members, ensuring timely completion and quality of work.
• Communication: Facilitate communication within the team and between different departments, ensuring smooth work-flow and information sharing.
• Record Keeping: Maintain accurate and organized records, both physical and electronic, ensuring data confidentiality and security.
• Database Management: Manage administrative databases, ensuring data is up-to-date and accessible.
• Policy Compliance: Ensure compliance with company policies, procedures, and regulations.
• Risk Management: Identify and mitigate risks related to administrative functions.
• Budget Management: Assist in the preparation and monitoring of the administrative budget, ensuring cost-effective use of resources.
• Expense Reporting: Review and process expense reports, invoices, and purchase orders.
• Front Desk Management: Oversee front desk operations, ensuring visitors are greeted and assisted professionally.
• Client Interaction: Handle inquiries from clients, suppliers, and stakeholders, providing excellent customer service.
• Policy Compliance: Ensure compliance with company policies, procedures, and regulations.
• Risk Management: Identify and mitigate risks related to administrative functions.
• Be available to travel for business events and duties.
• Perform administrative and ad hoc duties.

3Requirements:

• Minimum of 3-5 years of experience in a similar administrative role.
• In-depth understanding of office managementprocedures and departmental and legal policies.
• Familiarity with financial and facilities management principles.
• Bachelor’s degree in Business Administration, Management, or a related field.

4Skills:

• Organizational Skills: Exceptional organizational and multitasking abilities.
• Communication: Excellent verbal and written communication skills.
• Leadership: Strong self-leadership and management skills.
• Problem-Solving: Effective problem-solving and decision-making abilities.
• Technology Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Attention to Detail: High level of attention to detail and accuracy.

5Departmental Relations:

• Maintains contact with all departments.

6External Relations:

• Maintains contact with clients, potential clients.
• Maintains contact with industry partners and stakeholders.

7Responsibility for Assets:

• Equipment, supplies, technological assets, documents and records.

8Salary:

• GHC 3,000 – GHC 4,000

Deadline: July 30, 2024.