Department/Program
Mastercard Foundation Accelerating Impact for Young Women in partnership with BRAC (AIM)
Office Assistant
Location (one per location)
Upper West Region (Lawra, Wa, Wa West, Nadowli, Jirapa)
Reporting to
Branch Manager
Level/Grade
ORGANISATION RELATIONSHIPS:
ORGANISATION RELATIONSHIPS:
Number of persons Supervised (including the name of the positions):
Supervision received by: (Name of the position)
Branch Manager
ABOUT THE AIM PROGRAMME
The Mastercard Foundation Accelerating Impact for Young Women (AIM) in Partnership with BRAC is equipping 2 million adolescent girls and young women (AGYW) with age-appropriate entrepreneurship, employability, and life-skills training, as well as the tools to start and scale their own businesses. The nine-year program (2021-2030) applies BRAC’s proven model using microfinance, youth empowerment, agriculture, education and skills development to improve lives and livelihoods. It currently operates in seven African countries: Sierra Leone, Liberia, Uganda, Tanzania, Rwanda, Ghana, and Kenya. Based on the AGYW age, needs, and circumstances, AGYW are placed on one of two pathways in the AIM program: an education pathway or a livelihood pathway.
The Office Assistant will be responsible for providing service in the day-to-day delivery of responsive, effective and efficient administrative support activities for the branch office.
MAJOR RESPONSIBILITIES
Office Assistance and support
Facilitate communication with all units of the country office and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing documents.
Facilitate communication with all units of the country office and external stakeholders as relevant. Send/receive and distribute all incoming and outgoing documents.
Provide support to the different departments such as photocopying documents, filing, scanning, bidding etc.
Provide support to the different departments such as photocopying documents, filing, scanning, bidding etc.
Provide program support to Program Officers and Branch managers
Provide program support to Program Officers and Branch managers
Support travel and logistics arrangements for staff and visitors
Support travel and logistics arrangements for staff and visitors
Provide reception duties by welcoming, scheduling and coordinating appointments.
Provide reception duties by welcoming, scheduling and coordinating appointments.
To be courteous and respectful to all staff, visitors and all BRAC partners.
To be courteous and respectful to all staff, visitors and all BRAC partners.
Show a positive attitude that contributes to a good working atmosphere in the office
Show a positive attitude that contributes to a good working atmosphere in the office
Provide additional services, as required, to contribute to the overall effectiveness and efficiency of the office operations.
Provide additional services, as required, to contribute to the overall effectiveness and efficiency of the office operations.
Collaborate with supervisor and ensure offices equipment and materials are maintained.
Collaborate with supervisor and ensure offices equipment and materials are maintained.
Collaborate with cleaning services provider to ensure the office environment is always clean and hygienic.
Collaborate with cleaning services provider to ensure the office environment is always clean and hygienic.
Perform other duties as may be assigned by the supervisor
Perform other duties as may be assigned by the supervisor
Safeguarding Responsibilities
Ensure the safety of team members from harm, abuse, neglect, harassment, and exploitation to achieve the project goals on safeguarding implementation. Act as a key source of support, guidance, and expertise on safeguarding to establish a safe working environment.
Ensure the safety of team members from harm, abuse, neglect, harassment, and exploitation to achieve the project goals on safeguarding implementation. Act as a key source of support, guidance, and expertise on safeguarding to establish a safe working environment.
Practice, promote, and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
Practice, promote, and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
Experience, Knowledge and Skills
A minimum of Diploma in Business Administration.
A minimum of Diploma in Business Administration.
At least 2 years’ work experience in an office setting.
At least 2 years’ work experience in an office setting.
People skills: warmth with people, conversational, able to relate to and be in continual interaction and communication with people.
People skills: warmth with people, conversational, able to relate to and be in continual interaction and communication with people.
Ability and willingness to learn and work with a high degree of motivation and adaptability
Ability and willingness to learn and work with a high degree of motivation and adaptability
Effective verbal and listening communication skills
Effective verbal and listening communication skills
Organizational skills and the ability to work effectively in a team
Organizational skills and the ability to work effectively in a team
Basic computer skills (Microsoft Office Suite)
Basic computer skills (Microsoft Office Suite)
Flexibility, ability to remain calm under pressure
Flexibility, ability to remain calm under pressure
Understanding and sensitivity to cross cultural issue
Understanding and sensitivity to cross cultural issue
RELATIONSHIP TO OTHER ROLES
Within the Programme or Department (position names): Program Officer, Branch Account & Operations Officer,
Within the Programme or Department (position names): Program Officer, Branch Account & Operations Officer,
Outside the Programme or Department: CD, PM, Safeguarding, IT, HR, Regional office staff, Visitors, Service Providers, partners and other NGO representatives.
Outside the Programme or Department: CD, PM, Safeguarding, IT, HR, Regional office staff, Visitors, Service Providers, partners and other NGO representatives.
WHO DOES PERFORMANCE REVIEWS FOR THIS ROLE?
Branch Manager, AIM
Branch Manager, AIM
Qualified and interested applicants should submit their application torecruitment.ghana@brac.net stating the job title and the location in the email subject.
Qualified and interested female candidates in the Upper West Regionof Ghana are encouraged to apply and only shortlisted candidates will be contacted.