Administrative Support Partner at The Capital Group

Job Position:  Administrative Support Partner

Job Type:  Individual Consultant - Full-time

Location: Accra, Ghana

Contract Period: 6 months

Purpose

Under the supervision of the Head of West Africa Office, the Administrative Support Partner will be responsible for coordinating the day-to-day administrative function of the West Africa Office by carrying out a range of duties to ensure the smooth running of the office.

Scope of Work

• Lead in conferences/workshops/meetings and training programs administration of the Office
• Procure and arrange logistics for conferences/ workshops/ meetings organized by the office.
• Manage internal meetings by scheduling, organizing and providing meeting minutes/reports
• Plan and organise travel arrangements for visitors and staff which includes accommodation and conference attendance where applicable.
• Initiate and manage procurement of goods and services necessary for the smooth running of the office and its activities and reconciling credit card purchases on behalf of members of the office in line with internal procedures.
• Manage the induction of new employees/interns/visiting researchers by ensuring they follow and complete the induction checklist and liaising with the People Operations Team if necessary to enable the successful onboarding process.
• Prepare operational reports and institutional policies pertaining the West Africa Office.
• Provide general administrative support, which includes the management of processing of payment requests, general enquiries, visitor arrangements, office duties such as archiving and supporting other administrators across the organisation.
• Coordinate and manage the workplace activities and procedures of the Office to ensure that the office is always set up and functional.

Deliverables Expected:

The consultant is expected to submit the following tangible output:

• Timely and well-coordinated meetings, workshops, conferences and associated reports.
• Well-maintained and accessible document management system for the WAO.
• Organised and up-to-date records on project implementation and office operational activities.
• Effective internal and external communication support.
• High-quality administrative and logistical support is provided to the West Africa Office Team.
• Well set-up and maintain office space/building.         

Essential Skills/Knowledge/Competencies

• A minimum of bachelor’s degree in relevant job-related field.
• At least 6 years work experience.
• Fluency in written and spoken English with excellent oral and written communication skills. An ability to also work in French would be a significant advantage.  
• Experience of the Microsoft suite of packages including Word, Excel and

PowerPoint.

• Strong organizational skills and excellent attention to detail
• Ability to plan workloads to meet deadlines and manage competing tasks

Evaluation and Qualification Criteria 

The selection of the Consultant will be based on the following criteria:

Criteria                                                 Maximum Point

General experience                                                 10

Specific Experience relevant to the assignment                               50

Qualifications                                                         30

Languages                                                         10

Total score                                                        100% 

Services/ Facilities to be provided by West Africa Office 

• Office accommodation
• Computer, Printer/Photocopier, Stationery.
• Internet Access