Administrative & Logistics Officer - BRAC Ghana Savings & Loans

BRAC Ghana Savings and Loans Ltd (BGSL), is a socially responsible for-profit organization, engages people, especially women in sustainable economic and income-generating activities in Ghana. Our mission is to provide a range of financial services responsibly to people at the bottom of the pyramid. BGSL is part of BRAC International Holdings B.V (BIHBV) which operates in seven countries across Africa and Asia.

Job Description

Duty Station: Head Office

PURPOSE

To perform administrative, and clerical tasks and provide support in all activities related to the role.

MAJOR RESPONSIBILITIES

Administrative Support

• Complete clerical tasks such as filing, photocopying, faxing documents, scanning 
• and organizing requests, receipts and other documents
• Responsible for the content of and maintaining supplies at the direction of the Admin and Procurement Manager
• Facilitates requests from branches/service points and HO departments
• Receive, log and disburse supplies to the branches after determining appropriate assignment
• Prepares reports and ticklers, maintains files; prepares correspondence and presentations; and maintains office facilities, in support of the Admin and Procurement Manager.
• Log information into manual or automated systems; tracks and monitor progress and/or disposition of requests, actions, files, documents, programs, etc.  This includes but is not limited to setting up and maintaining a tickler for follow-up files related to procurement requests and other information.  Reports past due items to supervisor 
• Participate in the development and implementation of new/revised work steps, routines or processes.
• Support in making travel arrangements
• Updates and adheres to updated policies and circulars to adapt to work processes accordingly
• Support to handle meeting rooms reservations, and making necessary arrangements
• Any other duties assigned 

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Logistics/Projects Support

• Support in the identification of suitable facilities/office buildings in new communities for BGSL set-up
• Carry out facilities and community’ assessments in support of BGSL’s expansion agenda 
• Regularly visit and provide onsite monitoring and support towards facilities under reconstruction 
• Provide informed, timely and realistic suggestions and reports 
• Support the scouting for and assessing of suitable service providers to work with BGSL
• In collaboration with laid down policies, ensure compliance with processes, procedures, and best practices related to project operations 
• Maintain up-to-date project and project participants' information in an accurate manner using appropriate tools
• Support the Admin Manager in ensuring that standards for project management and accountability are met
• Any other duties assigned

Safeguarding responsibilities: 

• Establish a safeguarding culture across all level of the programme by implementing the safeguarding policy. 
• Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Responsible to ensure team members are appropriately trained, supported and have access to resources regarding issues that are identified and actioned in accordance with the safeguarding policy and procedure.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Required Skills or Experience

EXPERIENCE (Including sector/industry)

• Minimum 2 years’ experience in similar role.
• Prior experience in working in a finance environment is a plus

KNOWLEDGE, SKILLS & COMPETENCIES

• Good attention to detail, and discretion with sensitive information. 
• Ability to work to deadlines and to organise work in a logical manner.
• Must be numerate with high attention to detail.
• Good administration and organisational skills, including prioritisation and working to meet deadlines.
• Excellent oral, written and culturally sensitive communication skills. 
• Ability to obtain accurate, timely information.
• Creativity and initiative for finding a variety of approaches to solve problems.
• Computer literate, with thorough knowledge of Microsoft Excel and  working knowledge of Microsoft Word

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SPECIFIC EDUCATIONAL/PROFESSIONAL QUALIFICATION

• Minimum of Degree/Masters
• Concentration / Major: Business administration, Business Management, Logistics & Supply Chain Management, and Project Management