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Program Assistant

CARE International

CARE International in Ghana is seeking a qualified candidate to fill the position of Program Assistant - Northern Ghana Governance Activity Project (NGGA).

The NGGA initiative in Ghana is part of CARE Ghana program that seeks to promote and strengthen responsive governance for improved agricultural development in Ghana. CARE is the lead implementer in a consortium for the capacity building intervention located in 26 target MMDAs of the Northern, Upper East and Upper West Regions of Ghana.

The NGGA consortium brings together first-hand knowledge and expertise in evidence-based, gender responsive development programming in Northern Ghana to empower poor women and smallholder farmers to promote more productive and equitable engagement in Agriculture through training, networking, advocacy and joint action. This Northern Ghana Governance Activity is being implemented with the generous support of the American People, through USAID.

Job Summary

The Program Assistant provides operational and administrative assistance to the Northern Ghana Governance team, performs a variety of administrative, coordination and logistic services in support of the program, and assists with managing the projectís records. The Program Assistant is also provide assistance to the program leader and other team members in planning and coordinating team activities (meetings, workshops, travel budgets) to ensure adherence to deadlines.

In addition, the Program Assistant will assist in managing the administration, financial, secretarial, and procurement matters in support to the NGGA project team.

The position is based in Tamale and will report to the Chief of Party, Northern Ghana Governance Activity.

Key Responsibilities
Acts as the main contact person during the absence of team members, following-up on any emergencies with appropriate in-house staff, and sharing workload with program assistants from other teams;
Acknowledges receipt of correspondence and documentation in the absence of Program Leader or Program staff, and coordinates the drafting of all correspondence to be signed by the Program Leader or relevant Program staff;
Develops and maintains an efficient filing system for the team and contributes to electronic filing of team documents
Maintains a tracking system of all project deadlines and schedules and alerts program staff to project deadlines and schedules
Maintains and updates teamís databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook Exchange
Ensure that PRs, Requests for Payments and other procurement related activities are well coordinated to meet set deadlines for completion and ensure transmission of documents to appropriate office in HQ including filing of such documents at the PCU.
Ensure all supporting documents to cash disbursement, approvals and journal vouchers are complete, accurate, and relevant and comply with CARE International in Ghana finance policies and USAID donor requirements.
Assist in the review of project finance documents and maintain finance records and filing system on monthly basis
Coordinate all NGGA projects bills to ensure timely payment to vendors.
Receive and ensure dispatching of payments issued by Finance Manager to service providers according to CARE Ghanaís procedures and return the appropriate documentation back to Finance.
Liaises with members of other host partners to coordinate logistical arrangements for workshops that take place in different regions;
Coordinate travel, accommodation, and other logistics required for NGGA program staff
Liaise with and assists project recipients and consultants as required to ensure smooth functioning of activities;
Prepare information packages and sends material to participants in a timely manner; and
Coordinate registration process and acts as contact person for the participants.

Educational Requirements & Qualifications

A minimum qualification of first degree in Administration, Management, Business, Social Sciences or equivalent experience OR combination of education and work experience.
Familiarity with basic finance, procurement, accounting practices, Logistics and time management experience will be an added advantage

Skills and Experience
At least 1-3 years progressively responsible experience in support services, Finance, logistics and/or administrative work. .
Previous experience working with an INGO or Development Organization will be an added advantage. Familiarity with CARE procedures is desired..
Excellent written and oral communication skills, Ability to multitask and work within deadlines
Proficient in use of Microsoft applications, including Word, Excel, & Outlook (or similar software); Basic analytical and statistical skills;
Previous experience in administration and procurement
Fluent in written and spoken English
Good working knowledge of Accounting software, Microsoft office suite including e-mail, internet and excel.
At least 1 years working experience with similar USAID funded project
Strong customer service focus and ability to work well with people from varied backgrounds and cultures at all levels in the organization.
Excellent interpersonal, oral and written communication skills.
Strong problem solving abilities.
Ability to maintain confidentiality.
Excellent planning, organizational and time management skills.
Ability to build and work in a team over extended periods and at short notice.
Commitment to achieving results, deadline driven, proactive and self-motivated.

Contact address

How to apply

Apply by email to the email address provided on this page

Job Information

    • Full Time
    • Bachelors Degree
    • 1 Year or Less
    • Office & Admin
    • Northern
    • Tamale
    • hr.ghana@care.org
    • 3-Jan-2018
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