Administration Officer

Job Summary

We are seeking a highly organised and proactive Administration Officer to play a crucial role in ensuring the smooth and efficient operation of our office and supporting our diverse business operations. This role is the backbone of our organisational efficiency, requiring a professional who can handle a wide range of administrative tasks, manage multiple priorities in a fast-paced environment, and contribute to the overall success of our holding company.

Job Description

Company Overview

Dekan Holdings is a pioneering and innovative holding company with a diverse portfolio spanning Real Estate, Logistics, and Energy sectors. We are at the forefront of driving growth and fostering a culture of innovation and collaboration across our portfolio companies. Our success is built on the entrepreneurial spirit and industry expertise of our team members, who consistently deliver exceptional results in these key industries.

Key Responsibilities

1. Office Management and Administration

• Manage day-to-day administrative functions of the office, including handling correspondence, scheduling meetings, and organising travel arrangements for executives across our portfolio companies.
• Develop and maintain efficient filing systems, both electronic and physical, ensuring easy retrieval of information while maintaining strict confidentiality.
• Coordinate internal and external communications, including drafting emails, reports, and official documents for senior management.
• Manage office supplies inventory and equipment maintenance, implementing cost-effective procurement strategies.
• Liaise with vendors and service providers to maintain office operations, including IT, maintenance, and office supplies, ensuring optimal working conditions.

2. Executive Support

• Provide high-level administrative support to senior executives, including calendar management, travel arrangements, and preparation of briefing materials for meetings.
• Assist in the preparation of company reports, presentations, and other documentation required by senior management and board members.
• Act as a point of contact between executives and internal/external stakeholders, managing communication flow effectively.

3. Event Management and Corporate Communications

• Organise and coordinate company events, including board meetings, annual general meetings, training sessions, and team-building activities across our portfolio companies.
• Assist in the preparation and distribution of corporate communications materials, ensuring consistency in branding and messaging.

4. HR Support and Employee Relations

• Support HR functions such as onboarding new employees, maintaining employee records, and coordinating staff welfare activities across the holding company and its subsidiaries.
• Assist in organising and documenting performance reviews and other HR-related processes.
• Help maintain a positive work environment by organising employee engagement activities and managing office facilities.

5. Compliance and Risk Management

• Ensure that the office is compliant with health and safety regulations, coordinating necessary inspections and maintaining required documentation.
• Assist in the implementation and maintenance of data protection policies, ensuring compliance with relevant regulations.
• Support the development and maintenance of company policies and procedures, ensuring they are up-to-date and accessible to all employees.

6. Cross-functional Collaboration

• Work closely with teams across our Real Estate, Logistics, and Energy sectors to support administrative needs and ensure smooth operations.
• Facilitate communication and collaboration between different departments and portfolio companies, supporting a cohesive organisational culture.

The Ideal Candidate

We are looking for an early career professional who:

1. Has a proven track record in administration, with at least 5 years of experience in a similar role, preferably in a multi-sector or holding company environment.
2. Demonstrates exceptional organisational and multitasking abilities, with meticulous attention to detail.
3. Possesses strong communication and interpersonal skills, with the ability to liaise effectively with team members at all levels and across different cultural backgrounds.
4. Shows advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with office management software and digital collaboration tools.
5. Exhibits a high level of integrity and the ability to maintain confidentiality when handling sensitive information.
6. Displays a proactive, problem-solving attitude and the ability to work independently in a fast-paced, early career environment.
7. Demonstrates adaptability and the ability to learn quickly, especially when dealing with diverse business sectors.

Qualifications

1. Bachelor's degree in Business Administration, Office Management, or a related field; additional certifications in office management or administration are a plus.
2. Minimum 5 years of experience in an administrative or office management role, with at least 2 years in a senior administrative position.
3. Excellent written and verbal communication skills in English; fluency in local Ghanaian languages is highly advantageous.
4. Prior experience in a multi-sector company or holding company is strongly preferred.
5. Demonstrated experience in event planning, basic financial record-keeping, and HR support functions.

What We Offer

1. The opportunity to play a key role in a pioneering and growing organisation with exposure to multiple industries.
2. A challenging and rewarding work environment that encourages initiative and professional growth.
3. Competitive salary package commensurate with experience and qualifications.
4. Opportunities for professional development and career advancement within a diverse holding company structure.
5. The chance to work with and learn from industry leaders across the Real Estate, Logistics, and Energy sectors.

Application Deadline: 20th September 2024