{Management Sciences for Health (MSH),Accra,Full-Time, GH,N/A, N/A,31 May-2013};
TB CARE I Project an international NGO that receives funding from the United States Agency for International Development (USAID) is seeking to recruit suitably qualified and experienced person to serve as an:- Administrative Assistant
TB CARE I is USAID’s chief five year (2010-2015) mechanism contributing to the global targets of TB control. TB CARE I is carried out by the Tuberculosis Coalition for Technical Assistance (TBCTA). TB CARE I provides technical assistance (TA) to the National Tuberculosis Control programme (NTP) of the Ministry of Health (MOH) / Ghana Health Service (GHS) and partners to support the implementation of TB control activities in Ghana.
Overall Responsibilities
The Administrative Assistant will support TB CARE I Project in procurement, managing files, supervising drivers, cleaners, security guards, managing logistics, making hotel reservation and airline arrangements, fleet management, logistic and administrative support during trainings/workshops, providing assistance to staff in need of visas, assist Expatriates and TCN in obtaining Ghana residence permits, coordinate and orgnaize materials and equipment as specified in the activity profiles and provide assistance to assure shipments to the projects and clear with customs in a timely manner.
Specific Responsibilities
• Arrange hotel for TDY staff coming to assist Ghana team
• Arrange hotel for in-country staff, participants, consultants when needed
• Assist staff in obtaining visas for international travel
• Assist in making international and local travel arrangements
• Arrange for telephones and internet modems for TDY and new staff, as the case may be
• Provide assistance and follow up to Expats and TCNs on obtaining Ghanian residence permits
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentations where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver
• Calendar management for the Country Director and project staff, ensuring conference rooms are booked and meeting/conference/activity logistics and making sure to update the records regularly
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Follow-up with contractors to ensure proper service and maintenance of Generators, Photocopier, , computers AC’s , etc is carried out in timely fashion.
• Liaise with Security & Guards contractors to ensure external supervisory visits on security guards is conducted periodically.
• Ensure tagging and branding of MSH assets
• Track drivers movement by updating log board, keeping fuel tracking, vehicle service and maintenance log, tracking and supporting staff/consultant with their movements
• Plan driver’s schedule as per the project staff’s Activity Profile and submitting monthly transport report to the Country Director and Country Leadership team
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity and
quality inclusive.
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Update and share an electronic calendar weekly as activities are scheduled or modified
• Actively solicit and file appropriately electronic copies of all activity reports from all project staff and filing of other documents as required
• Match project implementation with the work plan every week and flag areas of action
• Compile and edit quarterly, semi-annual and annual reports for timely review by the Directors and submission to USAID and PMU
• Travel to various activities and provide support when required
• Communicate pressing issues to supervisor for technical assistance and further directives.
• Other tasks as requested by supervisor and Country Director
Qualification Required & Experience
• Bachelor’s Degree and/or equivalent relevant experience.
• Verbal and written language skills in English required.
• Ability to work independently and take initiative.
• Ability to manage complex program procedures.
• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
• Strong office and organizational skills.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.
• Demonstrated ability in computer skills for word processing, spreadsheets, and power point (Microsoft Office applications preferred).
• 2-5 years of working experience in this field
• Over five years experience if holder of a Higher Diploma
Location: Accra
How To Apply For The Job
All interested persons should forward detailed CV and cover letter to:-
The Country Director, TB CARE I through e-mail to:-
mshghana@msh.org
And through post to:-
PMB CT 477,
Cantonments – Accra
Closing Date: 17 May, 2013