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Project Assistant, VectorLink, Ghana

Accra (Ghana)

  • Organization: PSI - Population Services International
  • Location: Accra (Ghana)
  • Grade: Junior
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2019-09-14

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Overview

Project Assistant, VectorLink

Based in Accra, Ghana

Reports to Finance & Admin Manager, VectorLink

Who we are

With over 45 years of experience, working in over 60 countries, Population Services International (PSI) is the world's leading non-profit social marketing organization. PSI is reimagining healthcare, by putting the consumer at the center, and wherever possible – bringing care to the front door. We are working to fix market failures, shape future health markets and shift policy and funding to better support consumer empowered healthcare.

There are over 7,000 “PSI'ers” around the world. We are a diverse group of entrepreneurial development professionals with a wide range of backgrounds and experience. All with unique skills that we bring to the critically important work that we do.

Join us!

We are looking for a Project Assistant (PA) based in Accra, Ghana to support PSI's Insecticide Treated Net (ITN) distribution work for the President's Malaria Initiative (PMI) VectorLink project. VectorLink is equipping countries to plan and implement safe, cost-effective and sustainable life-saving malaria vector control interventions with the overall goal of reducing the burden of malaria. The PA will assist in the start-up and implementation of VectorLink activities in Ghana. The PA should have some management qualifications and international experience with USAID and other donors. We are looking for someone with a proven track record of delivering results in field offices and working in fast paced environments.

Sound like you? Read on.

Responsibilities

Your contribution

The VectorLink Project Assistant, reporting to the Finance & Admin Manager of the project, will help ensure the administrative and financial integrity of the project in order to help VL achieve quality results and meet all project goals, objectives and targets.

Administrative Responsibilities:

  • Maintain office personnel records, including CVs, 1420 biodata forms, necessary work permits and copies of all employee contracts; develop a historical human resource records through a filing and retrieval system
  • Facilitate staff travel, e.g. per diems, accommodation, ticket arrangements
  • Ensure timely payment of utility bills and to keep accurate track of payment
  • Maintain office supply system and inventory; work with vendors to procure necessary equipment and supplies in compliance with PSI and USAID procurement guidelines
  • Verify that supporting documents are attached to every transaction
  • Promote and demonstrate an ethical environment, in line with PSI's values of honesty and acting with integrity
  • Enforce the application of appropriate procedures and internal controls
  • Support Finance and Admin Manager in preparation of monthly, quarterly, annual and ad hoc financial and programmatic reports, as necessary
  • Perform other duties as assigned

Financial Responsibilities:

  • Preparation of staff payroll, under the supervision of the Finance & Admin Manager
  • Ensure accurate completion of staff timesheets and ensure they are charged according to PSI and USAID policies
  • Review and process travel, sub-recipient, and salary advances, and pre-payments to vendors
  • Work alongside the Finance Admin Manager (FAM) to support the financial systems and ensure efficiency and accountability throughout the life of the project
  • Entering all financial transactions in QuickBooks Enterprise (QBE) accounting software
  • Verify that supporting documents are attached to every transaction
  • Prepare monthly financial certification package including all supporting schedules and the trial balance for submission to VectorLink HQ
  • Prepare documentation to support audit samples
  • Maintain all financial files.**Qualifications**

What are we looking for?

The candidate we hire will embody PSI's corporate values:

Collaboration: You can work independently, but thrive within a team.

Trust: You trust that your manager and team will have your back and care deeply about gaining that same trust from your teammates

Pragmatism: You dive in and maintain momentum even when things are ambiguous and you don't let perfect get in the way of good enough.

Honesty: You aren't afraid to speak up and speak your mind.

Measurement: You set clear and challenging goals and hold yourself accountable to driving measurable results.

Commitment: You're independent and a free thinker, but you're ready to buy in to the direction of the team and commit to its success.

The basics:

  • Candidates should possess a degree in Accounting, Human Resource Management or Administration; with at least three (3) years prior HR/Admin experience, preferably with a humanitarian non-governmental organization
  • QuickBooks Enterprise, MS Word and MS Excel competency required
  • Experience managing administrative needs of a USAID-funded project
  • Readiness to take responsibility for the management of budgets and resources to implement a complex portfolio of activities, and be accountable for results
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work cooperatively
  • Familiarity with the national labor laws
  • Excellent communication skills, both oral and written;
  • Highly motivated; ability to multi-task
  • Experience in effectively dealing with national and international staff
  • Advanced English proficiency is required
  • Work authorization in Ghana is required

What would get us excited?

  • Experienced Office Manager. You have held a similar position for an international NGO in Ghana (or outside of) before.
  • Capacity Builder. You have experience in helping to start up and build teams, set up systems, empowering local technical, management and leadership capacity.
  • HR Expertise. Experience in setting up and managing administration and human resource management systems highly desired.
  • Problem Solver. Ability to solve complex technical, managerial or operational problems and evaluate options based on relevant information, resources, well-rounded experience, and knowledge.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

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