Administrative Officer at Marie Stopes International

Job Description

• Oversees the management of the front desk
• Maintains an efficient and effective administrative support to the Country Director, and all Heads of Department as required.
• Processes all other correspondence or memos, and all utility bills (including telephone and internet bills
• Supports and coordinates routine/annual planning, objective/target-setting of relevant Admin and HR Team members’ Performance Review processes
• Responsible for hotel bookings, compiling itineraries for visitors and all team members as required
• Coordinates all meetings by ensuring that venue requested for all meetings or trainings are well prepared and make arrangements for all required logistics and consumables required.
• Obtains visas and makes travel arrangements for MSIG team members and MSI team members travelling to Ghana
• Effectively coordinates the acquisition and renewal of work and residence permits for non-nationals
• Manages and operates the MSIG Support Office Petty Cash Imprest system;
• Responsible for preparation of MSIG’s annual Budget for office equipment, stationery, supplies, utilities, etc
• Able to maintain supplies by checking stock to determine inventory levels and anticipates or plans stock requirements to place or make orders.
• Serves as the point of contact for all employees, providing administrative support and managing their queries to stakeholders (e.g. Health insurance providers, Ticketing agency etc.)
• Manages and record office stationery & other supplies/consumables and submit monthly Inventory count and Reconciliations Report to the Head of HR.
• Oversees the maintenance and cleaning of Support Office premises, including opening and closing of Offices.
• Assists in the execution of the day to day admin activities of the department and the entire organisation
• Any other duties that may come up.

Requirement/Skills

• HND in Secretaryship and Management Studies
• A Bachelor’s degree in Business Administration, Social Sciences or any related field
• At least three (3) years’ experience in a similar role
• Excellent spoken and written English language
• Good spoken and written French will be an advantage
• Computer literate (Microsoft Word and Excel are required)
• Ability to communicate effectively, a team player and results oriented
• Ability to work independently and efficiently
• Sympathetic to women and men seeking Family Planning and Reproductive Health services
• Ability to work on own initiative and under pressure
• Customer focused with good interpersonal skills to engage with people at all levels
• Passionate about maternal health
• Analytical, honest, friendly, assertive and reliable
• Motivates team members to deliver high quality service and results, and is able to give constructive honest feedback.
• Experience in working with international NGOs and/or not-for-profit related organisations.
• Must be pro-choice and passionate about maternal health.