Office Administrator at BFDG

enabling sustainable beekeeping to build livelihoods, conserve biodiversity, and reduce

poverty in Ghana. We empower rural communities through training and practical support

in beekeeping and sustainable land use. Our programmes support communities to

generate income, protect biodiversity, and strengthen livelihoods. We are committed to

transparency, accountability, and excellence in our work. We work with rural communities,

government agencies, and partners to build resilient ecosystems and sustainable

incomes.

Position Summary

We are looking for a proactive, detail-oriented professional with strong multitasking and

communication skills to take up the new role of Office Administrator. This role is being

created in response to our expanding portfolio of work and the increasing demands for

essential administrative, HR, and programme support. This role includes supporting the

organisation’s human resource needs, handling administrative tasks, managing contracts

and partnership agreements, procurement, and organising events. The person should

have prior experience working in the NGO sector. The ideal candidate should be

comfortable handling multiple responsibilities. The successful candidate will play a key

role in ensuring the smooth running of office operations and supporting programme

implementation.

Key Responsibilities

A. Human Resources (HR) Responsibilities

       i.          Support the Director with team welfare and staff engagement activities

     ii.          Support end-to-end recruitment processes (posting vacancies, coordinating interviews, onboarding new staff).

    iii.          Maintain updated staff records and timesheets.

   iv.          Monitor staff leave balances and ensure compliance with internal HR policies.

     v.          Assist with performance reviews, including staff assessments, scheduling, documentation, and monitoring staff development.

   vi.          Review and update organisational HR policies.

  vii.          Ensure confidentiality and data protection in all HR processes

B. Administrative and Office Support

       i.          Ensure the smooth running of the office, including supplies, logistics, and correspondence.

     ii.          Maintain and assist with the filing of accurate records (both hard and digital copies) of enquiries, training requests.

    iii.          Develop and update organisational policies such as Safeguarding, Health and Safety, Staff Development, Procurement, etc.

   iv.          Schedule meetings, take minutes during meetings, and ensure timely circulation of action points.

     v.          Provide general administrative support to programme and management staff.

   vi.          Assist in maintaining inventory of office supplies and equipment.

  vii.          Support the preparation of documents, letters, and reports.

viii.          Respond to in-person visitors, phone, email, and social media enquiries in a professional and timely manner.

C. Procurement and Contracts

       i.          Coordinate procurement of goods and services in line with internal procedures.

     ii.          Track and manage inventory, office supplies, and equipment.

    iii.          Ensure procurement records are up-to-date and aligned with donor requirements when applicable.

   iv.          Oversee and manage supply and service agreements and contracts, including those with strategic partners.

     v.          Ensure value for money and ethical sourcing in all procurement activities

D. Compliance and Subscriptions

       i.          Support all aspects of legal compliance and registration that govern NGOs, according to the laws of Ghana

     ii.          Ensure timely renewal of organisational subscriptions and registrations.

    iii.          Keep a calendar of all compliance (RDG, NPO Sec., etc.) and reporting deadlines.

E. Finance

       i.          Work closely with and support the Finance Officer

     ii.          Ensure the Finance Manual is up-to-date and followed by all staff

    iii.          Act as secondary authorising signatory on cheques, if requested by leadership

F. General Support

       i.          Organise training sessions, community events, and workshops—including logistics, materials, and refreshments.

     ii.          Support mobilisation and communication with participants, stakeholders, and local partners.

    iii.          Provide general administrative and coordination support to Management and the Team

   iv.          Demonstrate initiative and flexibility in supporting cross-functional tasks as assigned and contribute to a positive, collaborative team environment.

     v.          Carry out any other duties assigned by the Director.

Required Skills and Qualifications

Essential

       i.          Bachelor’s or Master’s degree in Business Administration, Human Resources Management, Business Management, Development Studies, Secretaryship, Management, Social Sciences, or related field.

     ii.          Minimum of 4 years’ experience in administrative and/or HR roles in the NGO sector

    iii.          Excellent organisational, planning, and multitasking abilities and time management skills.

   iv.          Strong communication skills in English (written and spoken).

     v.          Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

   vi.          Ability to handle confidential information with discretion.

  vii.          Eagerness to learn and take initiative.

viii.          A positive attitude, commitment to teamwork, and interest in rural development and sustainability.

Desirable

       i.          Experience in budgeting, budget management, financial oversight, and reporting

     ii.          Experience of resource mobilisation, e.g., writing funding applications, negotiating with strategic partners and donors

What We Offer:

       i.          A meaningful role in a purpose-driven organisation.

     ii.          Opportunities for learning and growth.

    iii.          The chance to contribute to sustainable development in rural Ghana

   iv.          Attractive remuneration package