JOB TITLE: ADMINISTRATIVE MANAGER
SITUATION IN ORGANISATION: Position reports to Managing Director
JOB DIMENSIONS - OBJECTIVES
The Administrative Manager is responsible for overseeing and executing all administrative
functions within the organization. This role supports the Managing Director in day-to-day
operations and serves as a central hub, ensuring smooth coordination across all departments. As a key point of contact for both internal teams and external partners, the Administrative Manager ensures that all administrative, operational, and logistical aspects of the Chamber run efficiently and professionally
ACTIVITIES
UNDER THE SUPERVISION OF THE MANAGING DIRECTOR
RECEPTION
- Answer and route incoming phone calls to the appropriate departments.
- Monitor and respond to emails received via the Chamber’s general inbox acknowledging receipt within 24 hours and providing initial responses in coordination with relevant teams.
- Welcome and assist visitors, directing them to appropriate staff or departments.
- Manage incoming and outgoing mail, invitations, and document distribution.
ADMINISTRATION
- Coordinate the Managing Director agenda
- Assist the Managing Director in her everyday tasks according to the needs
- Prepare all needed document for the board of directors once a month
- Coordinate the use of CCIFG meeting room,
- Draft letters or any other documents to be sent to partners (institutions, commercial partners in France, Ghana or abroad) and according to the needs of each service
- Ensure renewal of annual contracts (Rent, Insurance, Subscriptions …)
- Create and update contact list of service provider (hotels, car rental, coffee, internet…)
- Coordinate meeting setups and logistics.
- Draft official correspondence, particularly with service providers (e.g., MTN, Vodafone, Tigo).
- Manage visa facilitation requests and related documentation.
- Handle daily operational tasks including document
- Update and filing of statutory documents (PVs, contracts, audit reports, etc.).
- Capture and store board and management signatures for internal processing and external documentation.
CCIFG MEMBERSHIP
- Prepare invoices, receipts and letters to members regarding new membership or renewed membership
- Handle members' demands or orient the demand to another person if necessary
EVENT
- Welcome guests upon arrival and verify attendance against the guest list
Process entrance fees with receipts when required
FINANCIAL ASPECTS
- Track pending invoices (Membership, BSS, Events) and follow-up for payments.
- Prepare payment vouchers and reconcile weekly bank statements.
- Resolve discrepancies with bank statements in collaboration with the bank.
- Handle bulk invoice preparation for MDI renewals and VAT invoicing.
- Liaise with accounting consultants and support monthly closings (Suivi de Compte, Ops Sheet).
- Process cash and cheque withdrawals and deposits.
- Provide administrative support for annual audit processes and board approvals.
- Assist with the signage of required documentation for filings to authorities such as the GRA and Registrar General.
EVENT & TRAINING COORDINATION
- Handle guest registration, fee collection for Chamber events.
- Prepare and issue sponsorship and registration invoices for key events such as the Gala, Beaujolais, and other member engagements.
- Plan and manage training programs: liaise with trainers, coordinate schedules, manage attendance, and track feedback.
- Maintain updated records of all training activities and partnerships.
- Develop and implement strategies to advertise and promote training sessions to maximize participation and visibility.
VENDOR & FACILITY MANAGEMENT
- Lead office revamping and maintenance tasks.
- Source and negotiate with service providers for office needs.
- Manage vendor relationships and ensure timely delivery of services.
- Support office supply procurement and facility organization.
Willingly undertakes any other assignment or duties as may be assigned from time to time
REQUIRED QUALIFICATIONS/ EXPERIENCE
- Bachelor's degree in business administration, Office Management, Accounting, or a related field.
- At least 2-5 years of administrative or office management experience, ideally in a multinational or chamber of commerce environment.
- Strong command of French and English (written and spoken).
- Excellent organizational, communication, and interpersonal skills.
Proficient in Microsoft Office and general office software. - High level of integrity, discretion, and professionalism.
- Autonomous, attention to detail, ability to respect deadlines, team player, good interpersonal skills
How To Apply
Send your CV & Cover Letter in both French & English to:
Maxine REINDORF-PARTEY: maxine.reindorf-partey@ccifranceghana.com
Closing date: Friday, 20th June 2025 23h59