Office Support
Vacancies Global
·
Ghana
Full Time
Job Expires in
5d 16h
JOB DESCRIPTION
RESPONSIBILITIES
- Coordinate and monitor the servicing of contingency resources for the Regional Office.
- Ensure fire aid and firefighting training sessions are scheduled and attended.
- Maintain records of attendance registers for all conducted training.
- Schedule and coordinate emergency evacuation exercises, keeping roll call registers up to date.
- Refill and update first aid boxes as required.
- Ensure regular servicing and maintenance of fire extinguishers and other office safety equipment.
- Conduct regular inspections of facilities and maintain relevant security-related registers.
- Manage monthly meetings for facilities, security, and administrative updates, keeping minutes and action points.
Health and Safety Compliance:
- Post appropriate Occupational Health and Safety Act notices and other required legislation on office walls.
- Adhere to all allocation processes and ensure proper office maintenance (air conditioning, lighting, plumbing, etc.).
- Assist with risk management, ensuring compliance with the Agency's Risk Management Strategy.
- Update and manage a risk register reflecting all office operations and assets.
- Assess and mitigate risks and assist in implementing corrective actions for identified hazards.
- Participate in risk-based training and report on any incidents to the Manager: Facilities and Security
Facility Management & Administrative Duties:
- Ensure all facilities are well-maintained and in good working order.
- Monitor and report on health and safety issues, cleaning staff, security personnel, and general facilities upkeep.
- Prepare and submit monthly reports on facilities inspections (e.g., air conditioners, physical building conditions, CCTV, fire extinguishers, etc.).
- Maintain business continuity plans related to office safety and ensure compliance with required services.
Required Experience & Qualifications:
- Minimum 2 years' experience as an Office Administrator with exposure to facilities management.
- 2 years of supervisory experience.
- Sectorial Diploma, Diploma in Business Administration/Management, or an equivalent qualification.
- Familiarity with Occupational Health and Safety Act and related policies and procedures.
- Experience in managing service providers for maintenance processes.
- Knowledge of Supply Chain Management processes.
Technical Skills:
- Strong computer literacy and the ability to use various communication/meeting platforms.
- End-user computing skills required.
Soft Skills:
- Coordination, Interpersonal, Communication, and Organizing skills.
- Strong numeracy, negotiation, and supervisory skills.
- Proactive attitude and attention to detail.
Internal Relationships:
- Collaborate with all divisions and units that link to the facilities and security unit.
- Establish and maintain strong relationships with internal staff and external clients and stakeholders.
Key Areas of Responsibility:
- Oversee the management and coordination of office services and facilities.
- Monitor the compliance of safety standards and regulations.
- Maintain detailed reports on facility conditions, risks, and security protocols.
Salary
Competitive
Monthly based
Location
, East Gonja Municipal District, Savannah Region, Ghana, Savannah Region, Ghana
Job Overview
Location
, East Gonja Municipal District, Savannah Region, Ghana, Savannah Region, Ghana