World Vision International is a Christian Relief, Development and Advocacy organization dedicated to working with children, families and their communities worldwide to reach their full potential by tackling the causes of poverty and injustice. For over three decades, World Vision has been working with rural communities in all 10 Administrative Regions of Ghana to provide portable water, promote sanitation and hygiene practices, quality education and enhance food security.

Job Summary

The Administrative Assistant shall be responsible for the day-to-day management and administration of the Operations Base Office,   procure office supplies, manage office vehicles and office imprest, provide guest relations and protocol services, and plan and coordinate events such as workshops, conferences, seminars and meetings. Specific tasks performed by the job holder are as follows.

Major Responsibilities
Office Management And Administration

•   Receive incoming correspondence, review and arrange in priority action for Supervisor’s attention and prepare draft responses. Handle outgoing correspondence according to standard practices and protocol.
•   Take notes and type various documents such as correspondence, memos and reports ensuring spelling and grammatical accuracy.
•   Produce and distribute photocopies of documents where required.
•   Manage archives, as well as a central filing system for the storage and security of both soft and hard copies of all documents.
•   Record, update and retrieve information, documentation and data from the office filing systems.
•   Prepare and manage a calendar of events for the Operations Base Office.
•   Respond to enquiries, follow-up routine outstanding issues and provide information to Supervisor and staff.
•   Scan the daily newspapers to identify media publications on World Vision activities. Photocopy and file copies of such publications and bring them to the attention of Supervisor.
•   Provide guidelines and support for ADPs to file their operations documents and manage their office set up.
•   Ensure daily cleanliness of the office and premises and the maintenance and prompt repair of office equipment and installations.

Procurement, Petty cash & Vehicle Management.

•   Purchase office supplies, and manage the Operations Base stores by tracking stocks and issuing of supplies.
•   Manage office petty cash and prepare statement of accounts for timely reimbursement.
•   Facilitate prompt payment to  service providers and vendors
•   Schedule and monitor the movement of office vehicles.
•   Check vehicle   logbooks to ensure that recordings are done correctly.
•   Consolidate  and submit    monthly status report  on project vehicles in the ADPs

Guest Relations And Protocol Services

•   Act as the first point of contact for visitors and callers, answer their enquiries and refer or direct them to the appropriate officer. Keep records of all visitors and callers.
•   Make travel and accommodation arrangements for visiting staff, prepare the necessary documentation and provide the required information.

Events Planning And Management

•   Plan and coordinate events such as workshops, seminars, conferences and meetings by booking venues, arranging for equipment and providing other logistical support. Assemble documents and other important information for such events.
•   Prepare agenda for meetings, take minutes and follow up progress of decisions.

Reports to: Operations Base Team Leader

Qualification Required & Experience

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

•   Minimum of Diploma in Business Administration
•   At least two years working experience in a similar environment

Other Competencies (Knowledge, Skills and Attitudes)

•   Must have  good working knowledge of MS Word, Excel, Access  & PowerPoint
•   Must  have good  knowledge of office organisation and  procedures as well as basic accounting
•   Must have good  interpersonal skills
•   Must  have good command of the English language, oral and written
•   Must be a committed Christian, able to stand above denominational diversities.
•   Must be polite, courteous and have a pleasant disposition
•   Ability to operate basic office equipment such as  projector, scanner and  copier
•   Ability to work under pressure  and also  meet competing demands
•   Ability to make independent decisions
•   Ability to prepare reports and statements
•   Ability to write logical, comprehensive, concise reports and correspondence.
•   Ability to work in a team

Working Environment / Conditions:

•   Work environment:  Office – based with intermittent travel to the field
•   Travel:  20% Domestic travel is required.

Location: Kumasi

How To Apply For The Job

Interested applicants who meet the above criteria should send their application letters and CV quoting only the Job Position in the subject line to:-

Ghana@wvi.org

Closing Date: 05 December, 2014

•   As a Child focused organisation, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children.
•   All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

World Vision is an equal opportunity employer.