The African Women’s Development Fund invites qualified persons to apply
for the position of Administrative Assistant with our organization. See
detailed information on the requirements and responsibilities of this
position below.

AFRICAN WOMEN’S DEVELOPMENT FUND

JOB VACANCY

ADMINISTRATIVE ASSISTANT

Background

The African Women’s Development Fund (AWDF) is a grant making foundation, which aims to support the work of the African women’s movement for peace, equality, sustainable development and social justice. AWDF, which is based in Accra, Ghana, requires the services of an astute, experienced, innovative, dedicated and dependable Administrative Assistant. Priority shall be given to female applicants.

Scope

Her responsibility shall be to assist the Human Resource Manager in providing administrative and HR services to the organisation to ensuring that AWDF’s operations are executed in an effective, accurate and up to date manner.

Responsibilities:

Resolves administrative problems by coordinating logistical complaints: receive, record and invite the relevant service provider to fix the problem
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Maintains 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
Maintain electronic and hard copy filing system
Maintain confidential records and files
Take minutes at meetings and distribute them 7 days after the meeting
Provide professional administrative support to supervisor during recruitment process – collate soft and hard copies of applications received; communicate interview schedules, etc.
Maintain and file applicant information in a structured way.
Coordinate logistical arrangements both in-house and external events according to laid down procedures (flight bookings, accommodation, venue, for board meetings; Organise information / board papers other organisational meetings.
Ordering and maintaining stationery and equipment supplies (checking quotations, wait for approval before purchases are made)
Renewal of permits , NGO recognition certificate and Filling of annual returns
Ensure effective and efficient filling of documents
Any other duties as may be assigned by the line manager
Person Specification

Bachelor degree in HR/ Administration or its equivalents required
Minimum of 2 years of hands on administrative support experience
Proficiency in MS Word, MS Excel and MS Outlook a must
Knowledge of office administration and reasonable knowledge of Human Resource management
Knowledge of operating standard office equipment
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, timely and neatly
Must be a team player with excellent inter personal skills
Experienced working with an international organisation and has cultural awareness (preferred)
Has good analytical skills
Extremely organised. Strong multi-tasking and time-management skills.
Can handle sensitive information with the highest degree of integrity and confidentiality.
Knowledge in ticketing is a plus.
Ability to work on one’s own with minimum supervision.

Qualified candidates should send typewritten applications and a CV of not more than 3 pages to the Human Resource Manager, African Women’s Development Fund (AWDF), 78 Ambassadorial Enclave, East Legon, P.M.B.CT 89, and Cantonments Accra Ghana. Copies should be sent by email to grace@africlub.net/awdf, with ‘Administrative Assistant’ as the subject reference. Applications should reach AWDF no later than April 20, 2014.

Only short listed candidates will be contacted for additional information and interviews.

 

Thank you, and we look forward to hearing from you!