.Job Title: Administrative Secretary

Location: Accra

Contract Duration: 12 months

JOB SUMMARY

The Administrative and Executive Secretary will provide secretarial, organizational, and basic administrative support to the Organization’s Accra Office, ensuring the smooth functioning of daily operations and compliance with internal procedures. The candidate is requested to work under the supervision of the Liaison Officer, showing excellent communication skills, total reliability, punctuality and ability to learn detailed procedures and adhere to them.

DUTIES AND RESPONSIBILITIES

Secretarial And Organizational Support

a. Manage office schedules and support the organization of meetings, missions, official visits and events. Update and monitor consequently agendas related to meetings, missions, and official commitments.

b. Draft, register, and archive official correspondence (emails, letters, notes);

c. Receive visitors and facilitate internal and external communications;

d. Update the database of contacts;

e. Organize duty travel (bookings, logistics, documentation);

f. Support the preparation of reports, presentations, and administrative documents:

g. Receive, screen, and appropriately dispatch telephone calls.

Administrative And Basic Financial Support

a. Support the management of office expenditures and maintain updated administrative records;

b. File and track original invoices, receipts, withholding taxes, exemptions and supporting documentation;

c. Assist in maintaining cash records and monitoring petty cash expenditures;

d. Support procurement processes for goods and services in line with the company’s procedures;

e. Maintain operational contacts with suppliers and service providers;

f. Assist in the preparation of administrative documentation requested by the office and headquarters;

g. Ensure proper filing (hard and soft copies) of administrative documentation.

General Operational Support

a. Ensure the smooth logistical functioning of the office (supplies, maintenance, services);

b. Collaborate with administrative and programme staff as needed;

c. Perform any other duties relevant to the role as assigned by the Liaison Officer.

PROFESSIONAL REQUIREMENTS

a. Diploma or Bachelor’s degree in Business Administration, Management, Languages, or related fields.

b. At least 2–3 years of relevant experience in similar roles (administrative assistant, office management, or secretarial support).

c. Proficiency in MS Office (Word, Excel, Outlook);

d. Strong document management and filing skills;

e. Basic knowledge of administrative and financial procedures.

CORE COMPETENCIES

a. Strong organizational skills and attention to detail;

b. Good communication and interpersonal skills;

c. Reliability, discretion, and sense of responsibility;

d. Ability to multitask and prioritize effectively;

e. Problem-solving skills and flexibility.

f. Punctuality.

g. Fluency in English (written and spoken).

PREFERENTIAL REQUIREMENTS

a. Previous experience working in the field of development with INGOs, UN agencies or Cooperation agencies;

b. Familiarity with Ghanaian administrative context and taxes regulations;

c. Logistics and procurement working experience;

d. Knowledge of Italian is considered an asset.