Administrative Officer

Duration: Twelve (12) Months
Location, Country: Accra, Ghana
Expected Start Date: 18th August 2008
Deadline for Application: Thursday 31st July 2008 at 18.00 GMT

Under the supervision of the Executive Director, the Administrative Officer will ensure the
smooth, efficient and effective functioning of the secretariat and is expected to provide
quality routine office leadership in procedural management, operations and coordination;
effective and collegial human resource relations and discipline.

Tasks:
1. To provide a comprehensive administrative support service including
• Preparing documents relating to the work of WIPSEN-Africa.
• Taking and drafting minutes and notes.
• Preparing, collating and distributing agendas and papers for meetings.
2. Responding to and answering public and internal enquiries, and taking messages.
3. Liaising with other departments particularly programmes in the organization of
logistics/administrative support for project/activities implementation.
4. Arranging and servicing meetings, including organisation, agenda production, room
and refreshment booking, minute taking and distribution.
5. Liaising with service providers, including travel agencies, hotels, car hire, etc.
6. Purchasing and maintaining adequate stocks of stationary and supplies and keeping
the storage areas tidy.
8. Checking, processing and inputting of invoices via manual and computerised
payment systems
9. Management of computerised and manual filing systems including the maintenance
of a library of materials for WIPSEN-Africa
10. Sending out mail and delivering documents within the organisation.
11. To undertake any further task as may be assigned
12. Expand partner's base and maintain partners' database
13. Supervise adherence to WIPSEN-Africa's principles, procedures and guidelines as
inscribed in the Statues and Staff Operating Manual

Requirements:
• HND or first degree in administration,
• Ability to design and produce documents to a high standard or presentation;
• Competent in Microsoft office suite (including word, excel, access, PowerPoint and
outlook);
• Ability to communicate effectively both verbally and in writing
• Ability to plan, prioritize and coordinate workload in order to meet conflicting
deadlines
• Ability to exercise discretion and maintain confidentiality
• Ability to work within a team environment and under own supervision using
initiative
• Ability to arrange and minute meetings to a high standard
• Demonstrate numeracy skills to be able to check invoices and computer data to carry
out reconciliations and make appropriate amendments;
• Fluent English and French.