Vacancy: Office Administrative Assistant/ Receptionist

Company Profile

Since 1963, ACDI/vOCA has empowered people in 145 developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a non profit international development organization that delivers technical and management assistance in agribusiness, financial services, enterprise development, community development and food security in order to promote broad-based economic growth and vibrant civil society.

Job Description

The USAID-funded Ghana Market Systems and Resilience Activity (MSR) is a five-year, $35.9M follow-on project to USAID/Ghana ADVANCE II. MSR will leverage over a decade of experience linking smallholders to markets, inputs, and services in Ghana. The project will strengthen commercial relationships between market actors, improve the rural entrepreneurship ecosystem to enable greater market participation, particularly for women and youth, expand the availability of agribusiness services, and link targeted policy initiatives to improved local economic governance. These activities will result in competitive, stronger, and more resilient markets, thus increasing inclusive agriculture-led economic growth in northern Ghana.

Pursuant to its mission, ACDI/VOCA is seeking experienced and talented professionals for the Office Administrative Assistant / Receptionist position. The position will be based in Tamale and reports to the Operations Manager. The Office Administrative Assistant/Receptionist provides administrative support to ensure efficient operations in the office. He/She must be familiar with a variety of the field concepts, practices, and procedures. He/She provides reception and switchboard services to the Ghana MSR Team. Provides clerical and administrative services to various departments on an as-needed basis.

Responsibilities:

Administrative Duties:

• Provides support to the office which includes scheduling meetings, mail and phone call routing


• Providing Logistics/Administrative support, booking of flights and hotel venues, accommodation for meetings and workshops and prepare/organize meeting and workshop materials for project staff.


• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.


• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Maintain schedules and supervise security and cleaning/maintenance vendors


• Coordinates the work and schedule of the Office Cleaners and general office cleanliness.


• Coordinates and is responsible for updating the leave tracker and communicate monthly updates to project staff.


• Ensure all payments such as office utility bills, accommodation etc. are made on time


• Take accurate minutes of meetings.

Reception Duties:

• Provide reception services to the organization.


• Answers and directs all incoming calls on a multi-phone line.


• Welcomes project guests, visitors and clients and directs them to the appropriate staff.


• Maintains the sign-in sheet at the front desk.


• Ensures project-related promotional materials are available and displayed in a pleasing manner at the Reception Area.


• Maintains the register of in-coming mail and the dispatch registration book. Receives mail and packages and distributes among staff members.


• Maintains conference room schedule, taxi voucher log, courier log service, and others as assigned.


• Performs clerical duties as requested such as printing, photocopying, and scanning.


• Updates the Ghana MSR HR project calendar to advise staff on absences, field travel, and training participation.


• Maintains an updated Directory of all telephone and mobile numbers of staff.

Required Skills or Experience

• Grade 12 School Certificate /Certificate in any business-related field desirable


• Diploma in public admin or equivalent will be an added advantage


• At least 3 years with related experience, preferably with an international NGO.


• Ability to operate common business equipment.


• Ability to read and interpret documents, communicates effectively, and follows instructions.


• Pleasant phone disposition and patience.


• Good organizational and interpersonal skills.


• Able to sit at a computer and operate a keyboard, for extended periods of time.


• Accuracy, attention to detail.


• Proficiency with MS Office programs, including Excel and Word.