Creative Associates International

Human Resources / Administrative Assistant

Creative Associates International

Job Description

In close Coordination with the US Embassy and USAID, the goal of the USAID/OTI-funded Littorals Regional Initiative (LRI) is to support US foreign policy priorities to shore up stability and prevent Violent Extremism in the Littoral region, including Ghana.

Initial objectives include:
  1. Rapidly delivering effective and relevant programming on the ground through targeted interventions that may be scaled up.
  2. Informing and improving USG programming by piloting approaches and sharing reporting.
  3. Providing rapid response capacity, from hiring STTAs to quick response activities, in the event of a crisis or opportunity.
Position Summary: The Human Resources (HR) /Administration Assistant will perform a broad range of clerical, secretarial and reception duties. S/he will provide timely staff services and efficient office operations in the areas of communication, mailing, inventory management, supplies and equipment maintenance and more.

Reporting & Supervision: This position reports to the Sr. HR Officer.

Responsibilities

  • Assist Sr. HR Officer in managing the Human Resources functions, including but not limited to, day-to-day operations of the Human Resource office, jobs announcements, recruitment, recording staff leaves, ensuring that staff files are organized and completed.
  • Assist in Office Management duties, ensuring that program facilities are in proper working order, office supplies are stocked, and coordinating office repairs when needed.
  • Maintain a functional and efficient system for assigning of drivers, scheduling trips and maintaining vehicles.
  • Develop and maintain records of staff daily whereabouts, as well as vendors and contact information for external parties.
  • Supports the Sr. HR Officer and Finance Manager in the procurement process, ensuring all Creative and USAID guidelines are strictly followed with appropriate documentation.
  • Update, manage and track the list of inventory and ensure that all physical items are properly labeled and accounted for.
  • Coordinate oversees travel arrangements and hotel reservation for visitors/STTAs travelling to the field.
  • Other tasks of operations, HR and administrative nature, as maybe assigned by supervisor.
  • Update database to track key information.
  • Handles all email, mail and phone general inquiries and requests for information and materials.
  • Collects departmental updates for monthly organization report.
  • Retrieves, logs and sorts resume inquiries via personnel email, mail and phone.
  • Maintain employee telephone lists, and floor map.
  • Assists with ordering supplies and copy room inventory, as needed.
  • Assists with trip expense reports, photocopying, ordering books and materials as needed.
  • Assist staff with mailing projects and provide support assistance.
  • Perform other duties as assigned.
Qualifications

  • High School diploma required.
  • 1+ year of general work experience and 1+ years of specific experience relative to the position required.
  • Strong organization and communication skills.
  • Advanced knowledge of spoken and written English highly desired, medium level required.
  • Good communication and interpersonal skills to deal with a diverse clientele and staff.
  • Courteous and professional demeanor with experience providing customer service.
  • Experience in organizing and filing information.
  • Attention to detail and ability to follow up on tasks to completion.
  • Medium level knowledge of Word, Excel and Outlook.
  • Flexibility and ability to work in busy environment.
  • Must have existing work authorization for Ghana.
Local candidates strongly encouraged to apply.

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