Admin Officer at TechnoServe 2024

The Admin Coordinator will report directly to the Senior Admin & Procurement Specialist, with a dotted line to the Program Director for the HAPPY initiative.

This role requires a proactive, adaptable individual to facilitate the seamless execution of project activities, ensure compliance with organizational guidelines, and optimize resource use for impactful outcomes. The position emphasizes client-centered, results-driven approaches in providing services to both internal and external stakeholders.

The Harnessing Agriculture Productivity and Prosperity for Youth (HAPPY) initiative is focused on fostering shared prosperity in Ghana by creating, improving, or sustaining dignified jobs and boosting agricultural productivity within the poultry, rice, soy, and tomato value chains.

This program seeks to strengthen youth-led and women-led food systems, addressing productivity challenges through innovative business ventures, enhanced sourcing models, adoption of advanced practices and inputs, and advocacy efforts to improve the enabling environment. The overarching goal is to build a more inclusive and thriving agricultural sector that drives national growth.

Table of Contents

Primary Responsibilities

Administration, Logistics, and Office Management

Assist the Supervisor with procurement processes to ensure goods and services are obtained in line with TechnoServe policies and guidelines while providing support on procurement-related matters.
Manage logistics for project implementation, including fleet coordination and resource allocation, ensuring effective logistical support for the team.
Foster strong working relationships with vendors and staff to facilitate smooth and efficient service delivery.
Coordinate and oversee project-related events, including training sessions, workshops, and meetings, ensuring successful execution.
Ensure compliance with country safety and security protocols for all project activities and staff.
Handle administrative duties to ensure compliance with local legal and statutory requirements.
Maintain office document filing systems and develop administrative procedures to support audit readiness.
Assist in maintaining an up-to-date assets register and support IT-related matters for the office.
Oversee the provision of office supplies, utility services, and maintenance schedules for the workspace.
Manage reception desk operations to align with modern office standards.
Supervise office drivers and cleaners to ensure optimal performance.
Prepare accounts payable documents, including invoices and payment requests, for approval.
Undertake additional duties as assigned to support the organization’s evolving needs.

Qualifications

Basic Requirements:

Bachelor’s degree in Business Administration or a related field.
At least two years of professional experience in office administration, procurement, or related areas.
Proficiency in Microsoft Excel at an intermediate to advanced level.

Preferred Qualifications:

Background in private sector development within Ghana.
Strong office management capabilities and experience in multitasking under competing deadlines.
Proven ability to manage and guide junior service-oriented staff effectively.

Language Requirements:

Excellent communication skills, both written and spoken, with fluency in English.

Travel Requirement:

Must be willing to travel up to 30%.

Knowledge, Skills, and Abilities

Demonstrated integrity, resourcefulness, and accountability in achieving results.
Strong interpersonal and communication skills for effective collaboration.
Critical thinking with the ability to recognize and escalate risks appropriately.
Innovative problem-solving and a detail-oriented approach.
Proficiency in Microsoft Office tools, including Word, Excel, and PowerPoint.

Supervisory Responsibilities