Administrative Assistant/IT Specialist

4 months ago
Ghana
Type
Regular Full-Time

Overview

International Business & Technical Consultants, Inc. (IBTCI), a U.S. based international development consulting company established in 1987, has worked in over one hundred countries and implemented over two hundred projects.  IBTCI serves government agencies, private sector companies and several donor agencies.  IBTCI specializes in Monitoring & Evaluation (M&E) across many sectors including, but not limited to, conflict and crisis, democracy and governance, economic growth, education, environment, and global health.

 

Job Title: Administrative Assistant/IT Specialist                                 

Department/Location:  This position is based in Accra, Ghana.   

Reports To: Chief of Party                                           

Type: Regular Full-Time

 

Overview:

The Administrative Assistant/IT Specialist will provide administrative and IT support to the five-year project, Evidence for Development (E4D), funded by USAID which is based in Accra, Ghana. They will adhere to procedures in accordance with ethical norms of IBTCI/E4D.

Responsibilities

Essential duties/Tasks and Responsibilities:

 

 

Specifically, the position shall assume the following tasks:

 

  • Implement the tracking of medical expenses and other staff benefits.
  • Check and sort consultants’ deliverables in collaboration with the program team to ensure technical program management.
  • Draft the project monthly reports in the approved format. The report must include accomplishments and challenges, next steps, and personnel updates.
  • Assist in the coordination of meetings, workshops and events.
  • Coordinate the repairs and maintenance of office equipment.
  • Purchase office supplies as needed and prepare VAT claims/ VRPOs as needed.
  • Provide backup support for other tasks within the Administration setup.
  • Assist with tasks or duties from the HO Human Resources Department;
  • Assist the finance department with financial planning, presentations, tax and audit, compliance, controls, policies and procedures and any other tasks that may arise.
  • Responsible for day-to-day physical cash account transactions, preparing entries of petty cash expenses for the Field office.
  • Assist the Operations and Finance Manager with office management processes.
  • Ensure preparation of the team program national travel by providing administrative and logistical support (booking flights, travel warrant, transport and airport facilitation, accommodation and other logistical arrangements to, if necessary).
  • IT duties including design of images and other photos for newsletters and brochures as well as routine checks on office equipment.
  • Other duties related to the post to be assigned by supervisor.
  • Backstop the administrative assistant colleague as needed. 

Procurement Responsibilities:

 

  • Check and validate the calculations of budgets and quotes submitted to the project by potential and current suppliers.
  • Maintain an inventory of the most common unit prices.
  • Maintain the contact list of contractors (suppliers, service providers) and government partners.
  • Assist in the preparation of procurement requests and request for proposals.
  • Keep an updated procurement plan that reflects timelines for solicitations, evaluations, selections, awards, and delivery of products/services.
  • Ensure the procurement processes (review of quotes/vendor offers, solicitations, etc.) are conducted according to the manual of internal procedures and guidelines.
  • Review and analyze purchase requests and establish a system of coding for purchase requests.
  • Follow up with purchases and timely delivery of requested goods and services by suppliers, according to specifications from the solicitation.
  • Ensure procurement is compliant with the US Government rules and regulations and IBTCI policies and procedures;
  • Prepare all documentation for procurement packages in the required format, including offer evaluation, description of selection process, price justification, SOW, necessary verifications, and purchase orders.
  • Perform any other procurement-related tasks as needed for the project.
  • Any other duties as assigned.

Required Knowledge, Skills and Abilities:

  • Ability to manage processes and maintain accurate records.
  • Proven experience effective organizational skills and ability to handle work in an efficient and timely manner.
  • Ability to work independently and collaboratively with the program team.
  • Experience performing basic administrative tasks in an office environment.
  • Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment.

Qualifications

Minimum Requirements:

  • At least three years of experience working in an administrative role, or relevant formal training in administration or related field.
  • Prior experience working on a US Government, UN or World Bank funded projects is highly preferred.
  • Fluency in oral and written English.
  • Proficiency with Microsoft Office tools (Word, Excel, PowerPoint, etc.), Photoshop, Publisher, etc.

Education:

  • A bachelor's degree in business administration, human resources, or related field is required.

Working Environment:  Work is typically performed in a standard office environment.

 

Supervisory Responsibilities:  This position does not have supervisory responsibilities.

 

Travel:  This position may involve up to 10% travel in the West African region.

 

Submission of Application:

Candidates must submit the following:

  • Letter of motivation for applying for the position (1-page maximum).
  • Updated CV with at least three verifiable professional references (with position, email, telephone).
  • Completed Employment Application Form.
  • Accessible address and contact phone number.

No phone calls please.  All candidates will be acknowledged, but only final candidates for particular activities will be contacted.

 

IBTCI is committed to a policy of equal employment opportunity for all persons without regard to race, color, religion, sex, age, marital status, disability, sexual orientation, national origin, disabled veteran or Vietnam-era veteran, or any other classification protected by applicable anti-discrimination laws.  We prohibit and do not tolerate any form of discrimination or harassment.

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