Office Executive

Job Description

• Office administrations (manages the daily operations of the Accra office, professionally receive and attend to visitors, clients, including partners, maintain physical and electronic  filing system, prepare correspondence, reports, letters, and meeting minutes,  ensure office supplies and equipment are available and functioning,  and coordinate office logistics and maintenance).
• Executive support: Manages the CEO calendar, appointments, and meetings, organize travels, accommodation, and meeting logistics , draft official letters, presentations and briefing notes,  follow up on action points from management meetings. 
• Customer service and client relations (serves as the first point of contact for clients, visitors and partners,  respond to telephone calls, emails and inquiries promptly, provide information on RAAPFUND programs, products and services, maintain strong relationship with partners and stakeholders
• Records and documentation (maintain confidential personnel and organization records, organize contracts, agreements, policy documents and program files, support preparation of monthly, quarterly and annual reports. 
• Programs and operations (assist with coordination of training programs and workshops, support implement of YAAP and WAAP initiatives, coordinate communication with Field Executives and regional offices, and assist in monitoring program activities including maintaining database). 
• Finance and procurement support (maintain petty cash records, process purchase request and maintain inventory records, support procurement of office supplies and services,  and assist with financial documentation for audits and reporting)
• Compliance ( ensure compliance with RAAPFUND policies and procedures, maintain confidentiality of organizational and partner  information, and support safeguarding , and anti-fruad, and risk management measures). 
• And any other  assignment from  supervisor

Required Skills or Experience

• Diploma in Business Studies (DBS),  office management, administration, HND, or a degree as an advantage. 
• Minimum of 2-3 years experience in office administration or executive support
• Knowledge of Village Savings and Loan Associations( VSLAs/YSLAs) is desirable .
• Experience in an NGO, social enterprise, or development organization is added advantage
• Ability to communicate effectively in English and local languages such as Twi, Ewe, and Ga. 
• Good interpersonal, negotiation, and customer  service skills.
• Basic computer and smartphone literacy. 

• Strong communication and persuasion skills (excellent written and verbal communication)
• Strong organizational and time management skills 
• Proficiency in Microsoft officer (word, Excel, PowerPoint, Outlook)
• Good report writing and record management skills 
• Customer service and interpersonal skills 
• Ability to multi task
• Team work and relationship building 
• High level of integrity, accountability, professionalism, and confidentiality. 
• Problem-solving  and attention to details  
• Ability to work independently to meet targets

• Efficient management of office operations
• Timely preparation of reports and correspondence
• Accurate and completeness of office records 
• Partner  and stakeholder satisfaction 
• Timely procurement and inventory management 
• Effective support to management and program teams
• Compliance to RAAPFUND policies and procedures.

• The Office Executive reports to the Chief Executive Officer.

Duty Station

• Successful candidates will be stationed at Adenta in the Adenta Municipality of the Greater Accra region.  Candidate should be residing within Adenta and its environs.