International Fertilizer Development Center (IFDC) Jobs 2022


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Job Description

Job Title: Administrative Assistant 

Duties

Under the technical supervision of the National Admin & Finance Officer, the Administrative Assistant will:

  • Handle travel-related arrangements for IFDC Ghana (visas)
  • Coordination of procurements by sourcing for price quotations, assisting in bid openings/evaluations, and preparation of required documentation for procurement processes
  • Assist in maintaining an up-to-date asset/ inventory register and maintain a record of asset/inventory movements
  • Performs physical count of inventory, monitors inventory levels reconcile physical inventories with the actual stock count, and ensure all assets are tagged.
  • Follow up with suppliers to schedule deliveries, resolve any problems on outstanding and overdue delivery of orders, and review supplier invoices and expense claims against procurement-related services before forwarding them for payment processing
  • Maintain an up-to-date filing system for all administrative, procurement, inventory of assets and supplies
  • Liaison between IFDC and Foreign Affairs Ministry
  • Arrange for residence permits for non-Ghanaian staff and their dependents
  • Liaise with Ghana Immigration Service for the application and issuing of Work and Residence Permit for all foreigners in Ghana and the NWAFD offices
  • Manage administrative tasks such as printing, copying, scanning support, etc.
  • Prepare and process various administrative forms such as business cards, expense reimbursement, travel requests.
  • Ensure that timesheets are submitted by staff on time.
  • Assist in hotel reservation and conferencing
  • Ensure the pick-up and drop-off of staff and visitors at assigned designated places.
  • Perform any other duties deemed necessary and requested by the supervisor

Required Experience

Qualifications  & Experience

  • Bachelor’s degree with at least 3-6 years of administrative support experience
  • Demonstrated commitment to providing quality administrative support to both management and staff.
  • Ability to multi-task and prioritize tasks.
  • Ability to learn and improve quickly.
  • Solutions-oriented team player.
  • A strong command of writing/editing skills
  • Good interpersonal and communication skills.
  • Strong proficiency in MS Word, Excel, PowerPoint, etc.
  • Experience in multicultural, multilingual environments.
  • A working knowledge in French will be an advantage.

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