Policy LINK – Administrative & Logistics Officer

Location: Tamale, Ghana

Contract Name: USAID/Feed the Future Policy LINK

Status: Long Term Project Staff (1-year Fixed Term Contract subject to renewal for duration of Ghana program activity)

Start Date: November 01, 2022

Supervisor: Ghana Finance & Operations Director

Policy LINK in Ghana

USAID Feed the Future Ghana Policy LINK Activity is a five-year activity with the overall objective of fostering behavior change that strengthens the capacity and ability of Ghanaian stakeholders to participate in a more transparent, inclusive, and evidence-based agriculture and food security policy process that leads to improved food and nutrition outcomes and broad-based economic growth. Specifically, the activity will facilitate the transition towards a policy development paradigm driven by multiple stakeholders.

This approach to policymaking will strengthen the capacities of Ghana’s main agricultural policy system actors and institutions, and support them to engage stakeholders traditionally excluded from decision-making, including academia, financial institutions, the judiciary, Civil Society Organizations (CSOs) non-governmental organizations (NGOs), and private sector representatives from the national, regional, and local levels.

This approach is underpinned by Policy LINK’s overarching theory of change focused on increasing human and social capital, engaging policy system actors in collaborative processes, and developing mechanisms for collaborative governance and dynamic learning systems and platforms to sustain collective action.

Position Objectives

The Ghana Administrative & Logistics Officer will support all Activity operations at the subnational office in Tamale. S/he will provide administrative, financial, logistical, and clerical support in the Tamale Office. S/he will handle petty cash disbursements, advances, and maintain accurate records of payments and replenishments. S/he will also aid the operations team to maintain daily office functions.

S/he will be expected to liaise with operations and technical points of contact in the LINK/Tamale office and the LINK team in Accra.

S/he will continually reinforce Policy LINK’s agreed-upon core purpose and principles, and ensure all decision-making is rooted in those purpose and principles. S/he will contribute to foster a learning environment in which personal and team growth is supported, with a shared understanding that the “team” always comes before the “individual.”

Responsibilities

The Administrative & Logistics Officer will be responsible for the following for the LINK/Tamale office:

• Act as the receptionist and handle routine administrative tasks, to include calls, mail, photocopying, maintaining updated program contact lists, keeping bulletin boards orderly, and electronic communications and routing messages and information to appropriate individuals.
• Organize, manage, and process official DAI correspondence and other project documents, including incoming, outgoing and interoffice mail as per the project’s filing protocol/record map;
• Reserve conference room and assist arrange meetings, interviews, trainings and/or project events;
• Maintain log of office and consumable supplies purchases and distributions to staff in the Tamale office;
• Coordinate with Accra team to book and confirm all hotel reservations, and other travel arrangements for project staff and official visitors to and from ZOI.
• Assist consultants visiting the project sites at the subnational level, provide local information on transportation, lodging and any other accommodation as needed.
• Update and maintain office calendar of events at the subnational level and share with Accra-based team;
• Organize logistics for Tamale office meetings, including taking notes as needed.
• Manage the petty cash account, ensuring that all transactions are recorded on the petty cash log;
• Ensure that proper approval signatures are obtained and that both parties: Payer and Receiver verify the cash amount of the transaction.
• Accurately record petty cash transactions and report disbursements weekly to Finance & Operations Director.
• Submit procurement requisitions and support administrative requirements of procurement.
• Coordinates with IT support to ensure that computer equipment is operational including Internet access, email, electronic filing and retrieval system, etc.
• Manages the driver and use of the project vehicle(s) based on USAID and DAI’s policies and procedures as needed at the subnational office.
• Perform other duties as assigned.

Reporting

The Administrative & Logistics Officer will report to the LINK/Ghana Finance & Operations Director with lateral reporting line to the Regional Senior Manager-Sub National Office.

Supervisory Responsibilities

The Administrative & Logistics Officer may have supervisory responsibilities as the Project expands

Qualifications

Education:

• Bachelor’s Degree in Business Administration, social sciences or related field.

Work Experience:

• 5 + years of administrative, clerical and/or office management experience for Assistant;
• Prior work experience on donor-funded programs would be desirable. Having USAID experience will also be preferred;

Skills:

• Ability to innovate, self-initiate and complete tasks on time and in a quality manner;
• Ability to work in a fast paced and changing environment;
• Ability to respond effectively to time sensitive demands and inquires;
• Organized, with good attention to detail ad developed ability to prioritize tasks;
• Demonstrate strong problem-solving skills as well as exceptional customer relations both internal and externally;
• Excellent organizational skills with a willingness to take initiative and be proactive;
• Excellent communication (verbal and written communication in English) and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds;
• Proficiency in using basic MS office applications (Word, Excel and Power Point)

Qualified FEMALE candidates are strongly encouraged to apply.