Year: 2018
Temporary Position: Short-term Grants Administration Support
Temporary Position: Short-term Grants Administration Support
Terms of Reference (TOR)
Background
The African Women’s Development Fund is a leading feminist grantmaking foundation supporting African women’s rights organisations and movements across Africa and 5 countries in the Middle East, through grant making, institutional capacity building, advocacy and knowledge generation aimed at advancing social justice and gender equality. AWDF is headquartered in Accra, Ghana.
As part of AWDF’s mandate and grant making processes, the fund periodically puts out calls for project proposals from women’s rights organisations. These calls usually have a timeframe within which applicants are expected to send in their applications to be considered for a grant in response to that particular call. AWDF therefore tends to receive a high volume of applications during such periods.
In August 2018, AWDF is expecting to receive a high volume of applications in response to three current calls for proposals.
AWDF is therefore looking for a short-term Grants Administration support person to assist in the downloading and initial screening of the applications that are expected. This is the first phase of the grants screening process.
Qualifications and Experience
The successful applicant will have a blend of relevant background and professional experience in the following areas:
- A Bachelors’ degree or Higher National Diploma in any relevant field with preference for Women’s rights, social work, development studies, management, administration studies, or other related fields.
- At least one year’s experience working in an office environment with responsibilities involving administration and/or processing of information
- Proficiency in the use of Microsoft Office tools especially Excel
- Ability to speak and write good English. French will be an added advantage
- Knowledge of and commitment to women’s rights issues
- Meticulous information processing skills and attention to detail
- Good human relations
- Capable of multi-tasking
- Ability to work with limited supervision
- Ability to work in an environment of diverse cultures
- Ability to keep confidential information
Scope of Work
- The successful applicant will assist with checking and downloading emails for funding applications relating to current grant application calls
- Group applications received by funding stream and other criteria as relevant
- Ensure that all required supplementary documentations have been appropriately submitted, together with the applications.
- Respond to every application email with the appropriate acknowledgement text.
- Download applications into their appropriate folders
- Enter key information from the downloaded applications into an excel sheet.
- Prepare required basic statistics and undertake basic analysis of downloaded applications
- Undertake any other appropriate task that may be assigned
- Work closely with the AWDF Grants Administrator and Grants team members
Duration of Assignment
The assignment shall be for 2 months from day of engagement. It is anticipated that the assignment will start in early August, 2018.
How to Apply
Interested applicants should please submit their cover letter and application as soon as possible by email to:
Grace Amenyogbeli
The Human Resource and Administrative Manager
African Women’s Development Fund
Please note that only shortlisted applicants will be contacted
AWDF CAPACITY BUILDING PROGRAMME – Financial Management Training
AWDF CAPACITY BUILDING PROGRAMME – Financial Management Training
Theme: “Building capacity for organisational effectiveness and sustainability”.
The African Women’s Development Fund is organising its 4th Financial Management Training as part of its mandate to provide technical skills to grantees in order to ensure transparency, accountability and prudent financial management of resources for better results and impact.
Running from 24th till 26th July 2018, the 3-day programme will include a series of highly interactive sessions for sharing ideas among participants. The programme will consist of presentations, case studies and discussions in the following areas;
- Governance and Organisational structures
- The Financial Planning Process
- Assessment of Financial Health, Budget and Cash flow projection
- Internal control checks and financial risk management (fraud risk)
- Accounting records
- Reconciliations
- Grant Management and compliance
- Procurement
- Financial Reporting
- Compliance with Statutory Requirements
After the training, selected organisation will receive up to 6 hours of individual coaching by a Consultant to address challenges as well as assist participants in translating the workshop concepts into prioritized action steps for improvement.
Financial management is one of the most critical functions of any organisation and is vital to the existence of the entity. With sound financial planning, non-profits can successfully manage their resources and ensure their growth and sustainability. This is the reasoning behind the high premium that AWDF places on its Capacity Building Programme and specifically the Financial Management Training. It is done with the expectation that participants will enhance their financial management knowledge and skills to better manage as well as mobilise additional resources for long term sustainability.
Vacancy: Administrative Assistant
Vacancy: Administrative Assistant
Background
The African Women’s Development Fund (AWDF) is a pioneering grant-making foundation headquartered in Accra, Ghana. AWDF was founded by and for African women. It aims to support the work of the African women’s movement for peace, equality, sustainable development and social justice. Since its founding in 2001, AWDF has continued to support a growing portfolio of grants to leading women’s rights organisations and feminist movements across Africa, while also supporting knowledge generation, capacity building, and donor advocacy around African women’s activist histories, movement resourcing needs, and more recently, feminist futures.
AWDF requires the services of an astute, experienced, innovative, dedicated, smart and dependable Administrative Assistant, who believes in the achievement of African women’s rights. Given AWDF’s organizational mandate, female applicants are preferred.
Scope
The post holder will assist the Human Resources Manager in providing administrative and HR services to AWDF, with particular responsibility for the running of the front desk, general HR and administrative support to the organisation, and ensuring that AWDF’s operations and programmes are executed in an effective and efficient manner.
Responsibilities:
- Manage the Front desk of the organisation
- Receive incoming calls and make outgoing official calls
- Ensure efficient management and monitoring of incoming and outgoing letters, documents distribution (including filing of documents where appropriate).
- Assist in logging maintenance, administrative and logistical complaints, including receiving and recording of complaints, and liaising with the relevant service provider to resolve the issue
- Assist in ensuring operation of equipment by organising preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Assist in maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Assist in procurement processes according to the organisation’s procurement policy
- Assist in maintaining electronic and hard copy filing system
- Assist in maintaining confidential records and files
- Assist in efficient minute taking and distribution
- Assist in providing administrative support during recruitment processes
- Assist in coordinating logistical arrangements for both in-house and external events according to laid down procedures. Organise information / board papers for organisational meetings.
- Assist in the renewal of permits, NGO recognition certificate, filing of annual returns and other
- Any other duties as may be assigned by the line manager
Person Specification
- Bachelor degree in HR/ Administration or its equivalent required
- Minimum of 2 years of hands-on administrative support experience
- Proficiency in MS Word, MS Excel and MS Outlook is a must
- Knowledge of office administration and reasonable knowledge of Human Resource management
- Knowledge of operating standard office equipment
- Knowledge of and commitment to African women’s rights issues
- Fluency in French is an advantage
Competencies required:
- Must have excellent communication (oral and written) and listening skills
- Ability to speak and interact clearly and professionally
- Ability to prioritise work and strong problem solving skills
- Good research skills and attention to detail
- Ability to work methodically, accurately, speedily and neatly.
- Must be a team player with excellent inter personal skills. Capacity to work constructively with a diverse group of people is essential.
- Experience working with an international organisation and with varied cultural awareness (preferred)
- Good analytical skills
- Extremely organised. Strong multi-tasking and time-management skills.
- Ability to handle sensitive information with the highest degree of integrity and confidentiality.
- Knowledge in transport bookings and arrangements is a plus.
- Proactive, with the ability to work with minimum supervision.
How to apply:
Qualified candidates should send their application letter and CV of not more than 3 pages by email
To grace@africlub.net/awdf with ‘Administrative Assistant’ as the subject reference. Applications should reach AWDF no later than August 7, 2018.
Only short listed candidates will be contacted for additional information and interviews.