Job Vacancy For Office Assistant At YES-Ghana



Summary:
Founded in 2001, the Youth Empowerment Synergy (YES-Ghana) brings together innovative and energetic young professionals who work with relevant stakeholders to lay the foundation for the promotion of a sustainable and productive future for the youth in Ghana. At YES-Ghana, we work to realize a vision: a world where every young person has a real chance to benefit from and participate in the development processes at local, national and international levels. Our mission is to promote policies and develop initiatives that help youth succeed in becoming life-long learners, productive members of society, materially sufficient, and self-respecting citizens. Our core areas of competency include youth employment and entrepreneurship; youth leadership and capacity development; youth policy and advocacy; youth participation and active citizenship. YES-Ghana operates as a not-for-profit, non-governmental organisation incorporated according to the laws of Ghana. For more information on YES-Ghana, see www.yesghana.org.

•   Reporting to: Finance & Admin Associate
•   Duration of Contract: One year (renewable)
•   Type of Contract: Fixed Term

Duties and Responsibilities:

In addition to the specific tasks stated below, the Office Assistant is expected to conduct himself/herself in a proper manner at all times as a representative of the organisation, and is responsible for the safe keeping and care of all company properties assigned to him/her. The Office Assistant is expected to respect the leadership and guidance provided by Supervisors, and actively contributes to the welfare of the office.

Specific responsibilities include, but are not limited to:

•   Maintaining a modern system of documentation and file management;
•   Managing office stationary, supplies and promotional materials, including keeping inventory and usage records;
•   Operating efficient system of receipt, recording and distribution of mails including retrieving mails from post office and dispatching couriers;
•   Managing organisation’s assets, including ensuring regular maintenance of office equipment and facilities;
•   Providing administrative backstopping for all projects of the organisation, including assisting with the preparation of materials for programmes such as printing, copying, scanning, typing, procurement of supplies as per procurement guidelines, and assisting programme staff with the preparation of reports, presentations, and correspondence;
•   Serving refreshments including coffee and tea to programme participants and staff during meetings held at the conference room;
•   Supervising cleaners in ensuring office cleanliness, including kitchen and conference room;
•   Managing utilities (water, electricity, gas, telephone, internet), including ensuring prompt payment of utility bills, maintaining payment records & reporting faults to respective service providers;
•   Opening, closing, and setting up the office for daily operations;
•   Ensuring a professional environment on a day-to-day basis; and
•   Performing other duties as requested by Supervisors.

Salary & conditions: Negotiable, with benefits

Qualification Required & Experience

•   Post-secondary education in secretarial services, business administration, management or equivalent fields
•   At least two years’ experience in similar position;

Competencies:

•   Excellent computer skills, especially internet and Microsoft office proficiency including the ability to operate computerised accounting, spread sheet and Word-processing programmes at a highly proficient level;
•   High integrity and strong attention to detail;
•   Ability to take initiative and/or independently respond to situations;
•   Ability to effectively and efficiently perform multiple tasks and balance competing priorities often within a required timeframe;
•   Proven ability to establish priorities and to plan, organise, coordinate and monitor own work plan and provide advice and supervision to others;
•   Resourcefulness, sound judgment and decision-making skills; demonstrated sound judgment in resolving issues/problems;
•   Excellent and effective communication and interpersonal skills, including ability to establish and maintain effective working relations with young people and others in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
•   Ability to work under pressure and target-driven conditions;
•   Professional demeanour; able to present a professional image of the organisation at all times.

Location: Accra

How To Apply For The Job

Please submit a one-page motivation letter and a recent CV bearing your contact details and two references to:-

[email protected]

Be sure to highlight in the motivation letter how specifically you meet the criteria for this role. Due to capacity constraints, only shortlisted applicants will be contacted.

Closing Date: 15 November, 2015
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