Company Profile

Institute of Social Research and Development (ISRAD) is a non-profit local development organization that has been providing development services in Ghana. It was founded to undertake integrated development research, design and manage development programmes to improve the lives of people. Since its inception, ISRAD has implemented various projects in the northern part of Ghana.

ISRAD is currently seeking a Administrative Assistant for an anticipated project focused on Behavior Change Communication (BCC) initiative for the promotion of the use of microscopes and/or RDTS for malaria diagnosis.

Position Summary

The Project Administrative Assistant is responsible for providing administrative services to the Director of Programmes and the Programme Management Team in matters pertaining to all the programs in the Country.

Under the guidance and supervision of the Executive Director, the Project Administrative Assistant provides project management support services, including processing requests for payments, documentation and management of office assets. Sh(e) will also undertake budget management and monitoring as assigned by and under the supervision of the Programme Finance Officer .

Responsibilities Responsibilities- Custody and documentation of Programme information:

•   Setup and maintain job files in accordance with Programme’s guidelines and formats
•   Prepare correspondence, presentations and/or reports as required
•   Follow-up on correspondence and outstanding requests for resolution
•   Keep records and files of financial and technical documentation and reports

Responsibilities-Human Resource Management:

•   Manage records of all personnel hired by or assigned to the Programme (Programme Management Personnel)
•   Consolidate and manage records (database) of all personnel assigned to the Programme in operational Regions
•   Facilitate outsourcing of required personnel, goods and services in line with laid down procedures and ISRAD code of conduct (professional ethics).

Responsibilities-Programme Asset Management:

•   Maintain records of Programme Assets at Programme Management Team Level and for regions, as assigned by and under guidance of the Executive Director.
•   Plan, organize and oversee the provision of all logistical and administrative support to the field office .

Responsibilities-Office operations and public relations:

•   Coordinate meetings for Project Team with clients and partners
•   Assist Executive Director and Programme Team with document distribution, scanning, copying, etc.
•   Responsible for the setup and clean-up of meeting facilities utilized by Director of Programmes and/or Project Team.
•   Provide timely administrative support to projects in all operating Regions countries
•   Responsible for all Programme transactions
•   Support preparation of background information for project implementation, work plans and budget

Responsibilities-Financial Management & audits

•   Maintain Programme book keeping records and produce associated reports and related tasks as assigned by the Programme Finance Officer
•   Maintain and account for petty-cash and other recurrent expenditures related to the Programme Management team
•   Under guidance of the Programme Finance Officer, liaise on the conduct of project audit and ensure access by auditors to project documentation, personnel, and institutions involved in the project

Responsibilities-Other duties

•   Undertake other duties per the requirements of the Executive Director

Qualification Required & Experience

•   Degree or HND in related field;
•   2-5 years of relevant experience in Programme Administration in local or international organizations;
•   Working experience in project management
•   Analytical skills and ability to multi-task effectively Coordination of logistics
•   Experience in organizing and leading knowledge sharing activities, such as workshops;
Communication and computer proficiency
•   Excellent communication skills-writing and editing skills in English language, including verbal presentations;
•   Proficiency in use of diverse ICT applications; Self-leadership, professional integrity and peoples’ skills
•   A self-motivated achiever with excellent intercultural leadership, teamwork, coaching, communication, networking and organizational skills.
•   Adheres to professional ethics and values
•   Self-awareness and emotional intelligence
•   A good relationship builder and excellent customer-service orientation

Contract Duration:

Initially 1 year, subject to performance review by Executive Director
Desired start date: June, 2014

Location: Accra

How To Apply For The Job

Interested applicants are kindly requested to send their applications in English in the form of a one page letter and a current CV describing their experience, qualifications and three reference contacts by email.

Emails should be sent to the Programme Director at hnyari@isradghana.org with copy to contact@isradghana.org

Closing Date: 20 May, 2014

•   Only shortlisted applicants will be invited for interviews scheduled in Accra
•   Applicants should indicate in the subject line of the email: Administrative Assistant Position.