Logistics & Admin Assistant - Ghana (Part-time)
Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people’s lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Project Overview and Role:
Primary Duties and Responsibilities:
Please note this is a part-time role (20 hours per week)
MODAC is a four-year DFID-funded project that aims to improve the quality and use of data to increase the number of high-level sanctions, penalties and prosecutions in corruption cases. MODAC will fund partnerships between professional users of anti-corruption data in law enforcement, civil society, the media and private sector.
The Logistics and Administrative Assistant (LAA): Ghana is responsible for supporting the Country Program Development Manager (CPDM) and Finance and Grants Officer in the planning and co-ordination of office administration and logistics for the MODAC project in the Accra office. The LAA will be responsible for ensuring that all tasks are performed effectively, accurately and in a timely manner in order to ensure the MODAC team can effectively undertake implementation of the project’s work.
a.)Procurement and Asset Management
- Support all local purchases per defined thresholds and maintain all tracking and documentation systems that facilitate future processing of payment and meet all audit requirements.
- Assist in procurement, clarifying specifications, analyzing quotations, and seeking for approval, ensuring purchases are made according to approved specification, price, quantity and quality inclusive.
- Assist the Finance and Grants Officer in the maintenance of an up-to-date register of preferred suppliers and vendors and solicit periodic evaluation and performance input from main service users.
- Support the Finance and Grants Officer to initiate all procurement processes.
- Assist in ensuring inventory quantities are sufficient for needs by coordinating regular inventory checks and timely ordering of supplies including office stationery.
- Support in the MODAC project physical and SharePoint filing systems, including scanning, uploading and organization of documents.
- Ensure that transactions are adequately supported, approved by relevant authority, properly filed, scanned and printed to adhere to laid down requirements.
- In liaison with the Finance and Grants Officer in Accra, ensure adequate maintenance of all MODAC Accra records, which should be regularly updated, filed, stored and kept.
- Assist in delivering and documenting statutory and bank payments on behalf of MODAC with relevant institutions.
c.)Other Administrative duties
- Responsible for providing all logistical support for MODAC staff traveling within Ghana. This includes booking hotels, logistical support including airport transfers, booking conference venues/facilities for the project for all related activities including meetings.
- Communicate immediately any pressing operational issues to the Country Programme Development Manager and the Finance and Grants Officer for further directives.
- Support due diligence of selected vendors and any other due diligence requirements.
- Perform other duties and responsibilities as assigned by the Country Programme Development Manager.
Required Qualifications: Required qualifications and professional experience
Minimum of a Bachelor’s degree or commensurate experience.
Prior experience in logistics planning and procurement and similar functions.
Previous experience working on a donor-funded programme preferred.
Excellent cross-cultural communication and interpersonal skills demonstrated by experience interacting professionally with culturally and linguistically diverse staff, clients and consultants.
Strong organizational, analytical and planning skills.
Excellent communication skills and commitment to a high level of integrity.
Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
Ability to proficiently use Microsoft Office suite (MS Word, Excel, PowerPoint) and willingness to learn other productivity tools.
Valid driver’s license and experience in driving (preferred but not mandatory).