Administrative Officer - JA Africa

Position: Administrative Officer

Location: JA Africa (Accra Ghana)

Job Type: Full-Time

Reports to: Vice President Operations

Job Purpose:

The Administrative Officer will provide key administrative support to the office, ensuring smooth day-to-day operations and enabling the team to meet organizational goals. This position requires an individual with excellent organizational, communication, and problem-solving skills to support office management, logistics, event coordination, document management, and basic financial administration.

Key Responsibilities:

1. Office Administration:
• Oversee general office operations, ensuring the office is well-maintained and organized.
• Manage office supplies and ensure stock levels are maintained for smooth operations.
• Coordinate and schedule meetings, appointments, and travel arrangements for staff and visitors.
• Answer phone calls, handle email correspondence, and redirect queries to appropriate departments.
2. Document and Records Management:
• Maintain physical and electronic filing systems for documents, ensuring proper documentation and retrieval.
• Prepare, proofread, and format reports, presentations, and correspondence as needed.
• Ensure compliance with data protection and confidentiality policies in handling organizational records.
3. Event and Logistics Coordination:
• Support planning and execution of events, conferences, workshops, and training sessions.
• Liaise with vendors, suppliers, and service providers for event logistics, transportation, and accommodation arrangements.
• Prepare and manage event materials and ensure all logistical details are in place.
4. Financial Administration:
• Assist in managing office budgets and track expenditure related to office supplies, travel, and events.
• Process invoices and assist in budget reporting.
• Support with petty cash management and record-keeping.
5. HR and Staff Support:
• Assist in onboarding new staff, including preparing welcome materials and ensuring all documentation is completed.
• Support HR processes such as maintaining staff records and leave tracking.
• Assist with the preparation of staff meetings, training, and internal communications.
6. Communication and Reporting:
• Support internal communications, ensuring the timely distribution of relevant information to staff.
• Assist in preparing reports for senior management on administrative activities and office performance.
• Collaborate with other departments to ensure administrative needs are met.
7. Other Duties:
• Provide general administrative support to the senior management team as needed.
• Participate in office-wide initiatives and perform other related duties as required.

Qualifications and Experience:

Essential:

• A Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 3-5 years of experience in an administrative role, preferably within an NGO or development-focused environment.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and the ability to work independently.

Desirable:

• Experience working in an NGO or with international organizations, particularly in Africa.
• Knowledge of financial management software or systems.
• Ability to work in a multicultural environment and interact with diverse stakeholders.
• Familiarity with project management tools and systems.

Personal Attributes:

• Proactive, with a high degree of initiative and self-motivation.
• Adaptable and flexible in a dynamic work environment.
• Strong interpersonal skills and the ability to build relationships with colleagues and external partners.
• Committed to the mission of JA Africa and a passion for youth empowerment and education.

TO APPLY:

Please send your CV and a cover letter to recruitment@ja-africa.org with the subject line “Application for Administrative Officer Role – Your Name” (e.g. Application for Administrative Officer Role – Nancy Uche). Please use the following naming convention for your application documents: “CV – Nancy Uche” and “Cover Letter – Nancy Uche” Only shortlisted candidates will be contacted. The application deadline is 7th February 2025.