Under the direct supervision of the HR Administrator, the Administrative Assistant will provide administrative and secretarial and basic financial support to the Habitat for Humanity Ghana team.
The position holder will ensure that the national office is conducive to operating the functions of HFH Ghana. This position requires the ability to handle all visitors and inquiries, fully equip and keep equipped the supplies and accessories necessary for the office staff to carry out their duties, and to support all the departments in their activities. (Please note that the responsibilities are not all inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate)
Responsibilities and main duties:
Understand and articulate the Mission of HFH Ghana including the goal, mission statement and focus, the history, and the larger efforts of HFHI on a global level.
Provide technical support for document creation, data entry, photocopying, printing, and faxing for all departments.
In charge of preparing homeowner certificates to paid off homeowners
Attends and records minutes of Monday devotions and circulates minutes to the team every Tuesday
Keeps an electronic file of all Monday devotions meeting minutes.
Keeps a database of all paid off homeowners
Develop and maintain an effective approach to in-coming and out-going e-mail correspondence. This includes, but is not limited to:
Downloading messages daily and keeping central files on incoming and outgoing e-mails updated daily.
Archiving e-mails at the end of each month leaving only the last three months of e-mails on computer.
Draft responses to routine letters in consultation with her Supervisor
Provide logistical support for all external venue needs including those for guests, workshops, work –camps, and other events.
Process all invoices for goods and services in the bank payment vouchers for submission to the Finance department for payment.
Performs any other duties as assigned by HR Administrator, or the senior management team
Front desk management
Welcomes and greets visitors in a polite and friendly manner and ascertain their needs and assists them with their problems or refers them to appropriate persons
Answers telephone inquiries from the public and gives callers appropriate information or directs call to the appropriate person or department that would have relevant information
Ensures that the reception area is kept tidy at all times
Performs any other duties as maybe assigned.
Finance and management of office supplies
Maintain an inventory of office supplies for all HFH Ghana needs and ensures that office supplies do not run out of stock
Tracks the usage of the office supplies and prepares quarterly inventory usage report to the HR Administrator
Primarily is the custodian of the Petty cash imprest ensuring that all payments from the petty cash follow the necessary policies and procedures.
To balance and reconcile petty cash on a regular basis to detect mistakes, prevent the float being depleted before it is replenished
To keep petty cash safe at all times to prevent theft ensuring that all fraud and intended fraud are reported through the fraud notification procedure for prompt action.
This position will be stationed at the National Office, Accra
Available to work between the hours of 8 am to 5pm from Monday through Friday.
Willingness to work in a team environment
Willingness to affirm the Christian principles of HFHI
Required Knowledge, Skills and Abilities (KSAs)
Computer literate- Microsoft Word, Excel, and Outlook abilities are required
Excellent interpersonal communication and organizational skills
Ability to prioritize and accomplish multiple duties and tasks.
Stress and time management skills
Attention to detail and high level of accuracy
Must be knowledgeable in recording and preparing accurate minutes of meetings
Academic qualification and work Experience
At least three years of relevant corporate or business experience in secretarial duties or front office management preferably with NGO.
Minimum Higher National Diploma in Secretaryship or Administration
The person must be a FEMALE and must not be more than 27 years old at the time of the application
The successful candidate must be resident in Accra