Administration Assistant at E4Impact Ghana

ABOUT THE PROJECT: The I.N.S.P.I.R.E. project, funded by the Italian Agency for Development Cooperation (AICS), aims to foster inclusive economic growth in Ghana by supporting youth employment, SME development, and innovation. A key component is the establishment of an Italian Innovation Center at UPSA, which will serve as a hub for entrepreneurial training, SME support, and internationalization of Ghanian businesses.

ROLE OVERVIEW

The Project Finance and Administration Assistant provide financial, administrative, procurement, and logistical support to ensure the efficient implementation of project activities in compliance with organizational policies and donor regulations. The role supports budget planning, financial reporting, accountability, procurement processes, and operational logistics to facilitate timely and cost-effective project delivery.

KEY RESPONSIBILITIES

1.    Project Activities Budget Planning

·       Support the preparation of activity budgets and annual/quarterly project budget forecasts

·       Monitor budget utilization against approved work plans and identify variances

·       Maintain budget tracking tools and provide regular budget updates to the project team

·       Support budget revisions and reallocations in line with donor and organizational requirements

2.    Project Finance Reporting

·       Process and verify financial transactions, ensuring complete supporting documentation

·       Prepare monthly, quarterly, and annual financial reports and reconciliations

·       Maintain accurate financial records, payment registers, and filing systems

·       Support internal and external audits by providing timely financial documentation and reports

3.    Financial Accountability and Donor Compliance

·       Ensure all expenditures comply with donor regulations, organizational policies, and applicable statutory requirements

·       Review financial documents for accuracy, completeness, and eligibility before payments

·       Maintain organized financial records to support audits, donor reviews, and compliance checks

·       Support the implementation of internal controls to safeguard project resources and promote financial accountability

4.    Procurement and Logistics Coordination

·       Coordinate procurement processes, including preparation of requisitions, quotations, and purchase documentation

·       Facilitate the procurement of goods and services in accordance with organizational and donor procurement procedures

·       Coordinate logistics for project meetings, trainings, workshops, field activities, and official travel

·       Maintain procurement records, supplier databases, and inventory of project assets and equipment

REMUNERATION

·       The maximum gross salary for this position is GH₵ 9,000.00 per month

·       6 months’ probation period and thereafter 1 year renewable upon review

REQUIREMENTS

·       Bachelor’s degree in accounting, Finance, Business Administration or a related field

·       Minimum of 2–3 years of relevant experience in project finance, administration, procurement, or grants management

·       Experience working on donor-funded projects is highly desirable

·       Experience with financial reporting and budget monitoring

·       Experience coordinating procurement and logistics

·       Experience supporting audits and donor compliance reviews

·       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with accounting or data collection tools is an added advantage

·       Excellent organizational and multitasking skills with attention to detail and accuracy

·       Strong verbal and written communication skills in English; knowledge of Italian language is a plus

·       High level of integrity, discretion, and professionalism

·       Strong team spirit and ability to work independently

·       Commitment to inclusive and sustainable development practices