Ghana
Administrative Assistant
Location
Ghana
Department
Administration
Contract Type
Full-time
Application Deadline

International Cocoa Initiative (ICI) (www.cocoainitiative.org) is a multi-stakeholder organization, uniting the forces of civil society, certifiers, the cocoa and chocolate industry, and international institutions, and working with governments to address child and forced labour in the cocoa sector. 

As part of the ICI’s objectives to eliminate the worst forms of child labour and forced labour in the cocoa sector and its overall programme to promote children’s rights and child protection in the cocoa supply chain, ICI seeks to engage an Administrative Assistant for the Country Office in Ghana in Accra. The purpose of this position is to support the effective implementation of day-to-day operations and ensure efficient workflow in pursuit of the ICI objectives for the country Office in Ghana. S/he will work across all projects in ICI Ghana.   

The ideal candidate will be detail-oriented, proactive, and committed to the organization’s mission and values

Main tasks and responsibilities

Based at the national level, under the authority of the Country Director and direct supervision of the HR/Admin. Manager, the incumbent will:

  1. Fleet management 
  • Manage the fleet management software to track the movements and behaviours of drivers and the vehicles on the road to ensure they are in line with our security guidelines.
  • Ensure vehicle logbooks are maintained in all the vehicles and that they are properly filled by the drivers.
  • Coordinate the scheduling and dispatch of vehicles to support programmatic and operational needs. 
  • Monthly monitoring of vehicle usage and fuel consumption (for reasonability of usage) to ensure efficiency and compliance with policies.
    do a monthly analysis of vehicle usage and fuel consumption. 
  • Work with the drivers to ensure that vehicle maintenance, insurance, and road-worthy certificates are timely done, and that all incidents are timely reported.

  1. Office Security and Safety
  • Report any incidence of health and security concern on the office premises eg, access to the building, theft, fire risk, pollution etc. to the Country Director and Adm. Manager for immediate remediation.
  • Coordinate the global security policy implementation and be the security focal point.
  • Manage access control and surveillance systems.
     
  1. Facility management (including office consumables)
  • Oversee the maintenance and cleanliness of office premises, ensuring a professional work environment. 
  • Ensure maintenance, scheduled servicing, and repairs on the office building, office equipment, and infrastructure are promptly detected and corrected.
  • Keep a generator logbook and ensure the office generator is regularly serviced in line with the terms of the tenancy agreement
  • Keep records of all office consumables and ensure the right usage and timely replenishment 
  • Manage office consumables, including stationery, kitchen supplies, and other essentials.

  1. Procurement Management
  • Support the procurement process, including sourcing, bidding, and vendor selection in line with the ICI procurement policy and office and projects budget.
  • Raising a purchase order with all supporting documents attached for relevant approvals
  • Ensure compliance with organizational procurement policies and donor guidelines.
  • Maintain a database of prequalified vendors and suppliers for quick reference.
  • Coordinate with finance and logistics teams to track and record purchases and deliveries.
  • Prepare purchase orders, track expenditures, and maintain accurate procurement records.

Experience and skills 

Education and work experience

Essential:

  • A University degree in business or a relevant discipline and must have at least 2-3 years of relevant working experience and demonstrate the willingness and ability to learn within a short time.
  • Report preparation and knowledge documentation.
  • Ability to maintain confidential information.
  • Irreproachable behaviour and commitment to the protection of children and respect for the rights of the child.
  • Excellent organizational and planning skills.

Desirable

  • Knowledge of child protection and/or child labour 
  • Ability to establish good working relationships with partners and staff.
  • Ability to work under pressure, well organized with strong attention to detail.
  • Ability to collaborate effectively across cultures, including with team members and those based in other countries. 
  • Female applicants are strongly encouraged to apply.

Languages

  • Fluency in written and spoken English, and a Ghanaian language preferably Twi. 

Skills

  • Clear, concise written and verbal communication skills in English
  • Excellent interpersonal skills.
  • Excellent skills in MS Office Suite (Word, Excel, PowerPoint) 

ICI Core Values

All ICI staff members are expected to adhere to, respect, and always promote at any time ICI Core Values: HUMANITY, INTEGRITY, NEUTRALITY, PARTNERSHIP, and INNOVATION. Please refer to the ICI website for more details (https://www.cocoainitiative.org/about-us/our-organisation/our-values) 

APPLICATION

Only candidates authorized to work in Ghana should apply.

Please send applications in English including a cover letter and your CV to @recruitment-gha@cocoainitiative.org Closing date for applications: 16th December 2024

Please apply using a cover letter and up-to-date CV as a single document. Your cover letter should also include details of your salary expectations. 

By submitting your application, you consent to us processing your data for the purpose of evaluating your application for this job position. We will keep your application data confidential and only use it for recruitment purposes. Once the job position is closed, your application will be deleted.

Please note that only those candidates who match the above requirements and who have been selected for interview will be contacted. 

Personal Data Statement

This Personal Data Statement will provide you with information on how your personal data will be handled for the purposes of processing your job application. You are just about to send us personal information in support of your request to be considered for employment within International Cocoa Initiative. This information will be treated confidentially by ICI and will only be used for the purposes of processing your application for employment within ICI.

By applying to a position advertised, and internship or by sending a spontaneous application to ICI, you authorize ICI and its subsidiaries to retain the information you provide to us on our database.

You have the right to access and rectify your personal information by contacting us at hr [@] cocoainitiative.org. You have the right to ask ICI to delete your information by contacting us at hr [@] cocoainitiative.org. By applying to a position advertised, an internship or by sending a spontaneous application to ICI, you automatically agree to the above term.
 

Child Safeguarding

NB: ICI has zero-tolerance for all forms of child neglect, abuse (sexual, physical, emotional, and psychological) and exploitation (sexual and commercial).

ICI commits to put the best interest of the child first, and at the centre of its work, irrespective of a child’s ability, ethnicity, faith, gender, sexuality and culture. ICI recognizes its responsibility to ensure and to promote a safe and secure environment for children.

To effectively manage risks to children, ICI requires the commitment, support and cooperation of all staff, associates, partners, suppliers, service-providers and visitors.

By applying at ICI, you automatically agree to the above term and uphold the principles described herein.

Equal opportunities and non-discrimination

ICI is committed to the principle of equal employment opportunities and non-discrimination for all employees and employment applicants, and to providing employees with a fair work environment free of discrimination.  

Disclaimer

ICI and its preferred recruitment partners will NEVER ask candidates for fees for any purpose during the recruitment process. No recruitment fee, no hiring fee, no security deposit, no software or equipment charges are charged to candidates applying to ICI.