Vacancy: Administrative Assistant (Legal & HR)

Date	08 May 2024

Job Type	Fixed term (Renewable)
Industry	NGO/IGO/INGO
Description	Company Profile Expertise France is the French interministerial agency for international technical cooperation, and a subsidiary of the Agence Française de Développement (AFD) group. The second largest agency in Europe, Expertise France designs and implements projects that sustainably strengthen public policies in developing and emerging countries. It operates in key development fields such as governance, health, education and the environment, and works alongside its partners to help achieve the Sustainable Development Goals (SDGs). Expertise France has been entrusted by the EU with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi. In order to achieve this objectives, Expertise France will pursue the following actions: Encourage coordination mechanisms between local and national authorities : strengthening capacities, urban observatory, include climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…; Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs. About Expertise France (https://www.expertisefrance.fr/en/web/guest/accueil) Job Description Administrative Assistant (Legal & HR) Project “Sustainable Cities – Phase 1” Field Office – Location: Tamale, Ghana Duration: 12 months (renewable) Provisional Start Date: June 1st, 2024 Deadline: May 25th, 2024 Project description and objectives With a total population of 30.4 million people in 2019 and more than 55% living in cities, Ghana has a dense network of urban areas mostly concentrated along the Atlantic coast and in the Ashanti Region. The country is halfway through urbanisation, and has benefited from an urban economic network more advanced than other countries in West Africa. While the first period of urbanisation has generated job creation and opportunities, improved living conditions and reduced poverty for many Ghanaians, the country now faces the challenges of economic efficiency and social inclusion within its urban areas. In addition, unplanned spatial expansion of urban and metropolitan areas and their limited connectivity within and across Ghana’s cities is a challenge, increasing social and environmental costs, unequal access to basic services, health risks and ecological damages. To address these challenges, an integrated programme is proposed to meet demands in infrastructures and services by working both on the institutional and legislative framework at central level and on urban growth at the local level. The Sustainable Cities – Phase 1 project is part of the EU-Ghana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban prosperity by supporting the development of sustainable and inclusive cities. More specifically, the project aims to support six Metropolitan and Municipal Assemblies (MMAs) viz Tamale Metropolitan, Wa, Bolgatanga, Yendi, West Gonja and East Mamprusi Municipal Assemblies to advance sustainable urban development and address the specific challenges faced by cities in terms of spatial growth and climate change. The project also seeks to enhance urban governance and implementation of inclusive planning policies, increase accessibility of urban services, and impulse green economic development and employment opportunities. The project implementation started on March 1, 2024, and will be implemented over a span of 58 months (March 2024 to December 2028). Tasks and responsibilities Support the administrative, HR and legal management Maintaining local staff records and ensuring compliance with Ghanaian labor laws Support the AFM in ensuring that project procedures and operations comply with the Expertise France, EU rules and project implementation framework (management of tax exemptions and payments, customs clearance of goods) Respond to procurement/logistics requests related to supplies, materials for project activities Maintain comprehensive procurement files, including solicitations, proposals, evaluations, award documents, official contracts and correspondence on all procurements, following EF policies and local law Support in building and maintaining of an up-to date tender, contractual and other legal commitments database Support the AMF in the administrative management of procurement and consultancy contracts: propose contract drafts, monitor contract execution and invoicing. Assist with the management of procurement contracts Support the AFM in managing local portage contracts and payroll Support the AFM with the administrative functions of the project,team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the logistics and security officer. Assisting AFM with issues in contract/agreement lifecycleAnswers telephone inquiries from the public and gives callers appropriate information or directs calls to the appropriate person that would have relevant information Ensures that the reception area is kept tidy at all times Tags assets upon receipt of the fixed assets purchased and before deploying the assets in a fixed asset register. Support yearly fixed asset inventory *Support in Office Management, and office security in liaison with the Logistics and Security officer* Arrange and file contractural documents for all procurement-related activities Facilitate the processing of work/resident permits for experts Provide technical support for document creation, photocopying, printing, and faxing for the project team Performs any other duties as assigned by the Administration and Finance Manager, or the senior management team ·Field Office secretariat and guest management Facilitates in-person and remote meetings Welcome visitors: Check that the reception signature ledge is up to date, and create the conditions for a successful welcome: logistics, coffee, WC, greetings, etc. Arrange scheduled visits to the field office Maintain, update, and disseminate the internal directory and make it available on the common site Meeting note-taking Mail processing: drafting, follow-up, filing management Circulate information on any special events concerning the team and office organization (Please note that the responsibilities are not all-inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate) Required Skills or Experience Minimum Bachelor’s degree in Management/Commerce, Logistics, or equivalent, Perfect understanding of public procurement procedures ; Experience on projects funded by external partners would be an asset Basic knowledge in IT management Ability to work independently, flexibility and organization, responsiveness; Computer literate- Microsoft Word, Excel, and Outlook abilities are required Excellent interpersonal communication and organizational skills Ability to prioritize and accomplish multiple duties and tasks. Attention to detail and high level of accuracy Must be knowledgeable in recording and preparing accurate minutes of meetings Professional experience At least three (3) years of experience in NGOs or international institutions in the field of management, secretarial, and administrative assistance At least 3 years of work experience in the Northern Region, experience in Tamale an asset How To Apply Documents to be provided A CV A cover letter Three business references including email and telephone contacts Application should be sent to email address: [email protected] and cc: [email protected] The selection process will be conducted in two phase First, a short list will be drawn up freely by Expertise France Candidates interested in this opportunity are invited to submit their application as soon as possible. Expertise France reserves the right to make a pre-selection before this date. If you do not hear from us within 4 weeks, please consider your application unsuccessful. Type of contract & remuneration: Local wage portage contract; remuneration according to profile Note Please note, employers receive numerous applications per posting and will only shortlist the most qualified candidates. Also Jobsinghana.com is not involved in any decision made by an employer/recruiter and therefore does not guarantee that applications sent will result in a candidate being shortlisted/selected for that position.
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