Position Summary

The Administrative Assistant will provide high-quality business support to the Managing Director and other team members. The role also seeks to support the day-to-day management of the Ghana Office.

Duties:

1.Office Support

•Provides administrative support to ensure efficient operation of the office.

•Manage office communications and act as an escalation point for complex
business queries, to ensure priorities and urgent matters are identified and
addressed, and that consistent and quality services are delivered to all
stakeholders.

•Exhibits polite and professional communication with both internal and external
stakeholders via all forms of communication channels.

•Assisting with general office administration as required including the management
of the front desk, photocopying, printing, collating, and data entry, dealing with
confidential waste and recycling, preparing emails, letters, and spreadsheets, and
setting up meetings.

•Under the supervision of HR, makes travel arrangements for staff such as booking
flights, cars, and hotels or restaurants.

•Under the supervision of HR, manage the renewal of immigration and other forms
of travel permits, including business contractual documents.

•Ensure that stationery and general office supplies are kept properly and restocked
by preparing and receiving orders when necessary.

•Ensure that the office is well kept, and all scheduled maintenances are done
appropriately and timely.

2.Business Support

•Provide comprehensive and fully confidential executive assistant support to the
Managing Director.

•Manage and review digital content, complex correspondence and documentation
to ensure appropriate prioritization, and routing, and that established deadlines
are met by the Managing Director.

•Support the MD by coordinating his diaries, setting up meetings, and taking notes
at meetings.

•Review documents and materials prepared by the team for quality assurance
purposes when needed and support the team with efficient and effective
secretarial and administrative assistance, including handling inquiries, word
processing, record keeping, and correspondence.

•Coordinate and oversee the maintenance of records, to ensure information is well organized and readily available for staff and other stakeholders.

Internal Stakeholders: Head of West Africa, Human Resources, and all other departments

External Stakeholders: Visitors, Suppliers, 3rd party organizations, etc.

Language ability: Fluent business English (Writing and verbal communication); Knowledge of French will be an add-on value.