Administrative Officer

Job Summary:

Reporting to the Senior Admin & Procurement Specialist and a dotted line report to the Program Director -HAPPY, the Admin Coordinator is a dynamic and agile position that will play a key role in enabling the implementation of project activities in an efficient and compliant manner and ensuring the effective use of resources for maximum impact and running of an efficient office. You will take a client- oriented results focused approach to policies, procedures and guidelines in delivering quality services to internal and external clients.

Program Overview:

Harnessing Agriculture Productivity and Prosperity for Youth (HAPPY) aims to drive shared prosperity in Ghana by creating, sustaining, or improving dignified jobs and increasing agricultural productivity across the poultry, rice, soy, and tomato value chains. HAPPY will bridge the productivity gaps in these four value chains by building resilient youth-led and women-led food systems. The program will harness the power of young women and men to enhance the sourcing and business models of off-takers, pursue innovative entrepreneurial ventures, support the adoption of improved practices and inputs, and influence the enabling environment by making their voices heard. The result will be a more prosperous and inclusive agricultural sector that propels growth across the country.

Primary Functions & Responsibilities:

Administration, logistics, and office management

•  Supports Supervisor with procurement functions, ensuring procurement of goods and services in compliance with TechnoServe policies and regulations and providing support to staff on matters relating to procurement.
•  Provides support with organizing end-to-end logistics requirements for the project/office team, ensuring sound logistical arrangements are in place to support project implementation, including fleet and other resource management.
•  Build and maintain strong relationships with vendors and staff for a conducive and agile work delivery.
•  Supports with the coordination of project/office events and meetings, ensuring events such as training, workshops, conferences, and meetings are properly coordinated, managed, and executed.
•  Ensure adherence of project activities and staff to the country safety and security plans
•  Perform administrative tasks to ensure TechnoServe adheres to local legal and statutory requirements.
•  Assume responsibility for office document filing and develop office administrative procedures as required to ensure all documents are filed and maintained for auditing purposes.
•  Support Supervisor with maintenance of an up-to-date assets register.
•  Provides support with management of IT related matters for the office.
•  Assume responsibility for all office supplies (water, electricity, internet etc), as well as maintenance schedules (cleaning, servicing etc)
•  Man/supervise the reception desk and ensure its up to standard with modern office protocols
•  Support with supervision of the drivers and office cleaners for optimum performance.
•  Provide support with preparation of accounts payable documents (e.g. invoices, payment requests) for approval.
•  Perform any other related duties that may evolve from time to time.

Basic Qualifications

•  Bachelor’s degree in Business Administration or other related field.
•  Must have at least 2 years of professional experience in responsibilities related to general office administration, procurement, or related field
•  Intermediate – Advanced level knowledge of Microsoft Excel

Preferred Qualifications:

•  Experience working in private sector development in Ghana
•  Exceptional office management skills.
•  Demonstrated ability to manage and prioritize multiple tasks with competing deadlines.
•  Experience coordinating junior-level service-oriented staff and developing strong working relationships.

Required Languages: Excellent oral, written, and interpersonal skills, including fluency in English

Travel: 30%

Knowledge, Skills and Abilities:

•  Strong sense of collegiality, integrity, resourcefulness, and accountability for results
•  Strong interpersonal and communication skills
•  An ability to think critically and elevate risks to management
•  A creative and entrepreneurial approach to resolving problems
•  Detail orientation, including strong organizational, analytical, and quantitative skills
•  Ability to anticipate demand, manage multiple tasks, and meet tight deadlines
•  Excellent computer skills in Word, Excel, PowerPoint, and other administrative applications

Supervisory Responsibilities: None

We encourage all qualified individuals who share TechnoServe's vision of improving the lives of others through proven business solutions to apply.