Administrative Assistant - Kokrobitey Institute

JOB DESCRIPTION – Administrative Assistant

Reports To : Administrative & Programs Manager

Location: Kokrobitey Institute, Kokrobite, Ghana

Application link: https://forms.gle/PFvvEq1qMKgGMKqv6

Overview

The Administrative Assistant provides day-to-day administrative and office support to ensure the smooth and efficient operation of the Kokrobitey Institute. The role supports general office administration, documentation, scheduling, correspondence, record management, and office coordination while working closely with the Programmes, Finance, Operations, and Production teams.

The successful candidate will be highly organised, proactive, detail-oriented, and able to manage multiple tasks in a dynamic creative environment.

Duties / Responsibilities

1. Office Administration

1. Provide general administrative support to the Institute.
2. Manage incoming and outgoing correspondence.
3. Answer telephone calls, emails, and visitor enquiries professionally.
4. Schedule meetings and maintain office calendars.
5. Prepare meeting agendas, take minutes, and follow up on action items.
6. Maintain an organised filing system for both digital and physical records.
7. Draft letters, reports, and other administrative documents.
8. Manage office supplies and stationery inventory.
9. Coordinate courier services and deliveries.
10. Support the preparation of presentations and reports.

2. Records & Documentation

1. Maintain accurate employee and organisational records.
2. Organise contracts, agreements, and institutional documents.
3. Update administrative databases and filing systems.
4. Maintain programme and project documentation where required.
5. Ensure confidential records are properly stored.

3. Office Coordination

1. Support day-to-day office operations.
2. Coordinate meeting logistics.
3. Welcome visitors and support guest logistics when required.
4. Assist with accommodation bookings and meeting room preparation where necessary.
5. Liaise with different departments to ensure smooth office coordination.

4. Administrative Support for Programme

1. Provide administrative support to the Programmes team by:
2. Preparing programme documents.
3. Printing workshop materials.
4. Supporting participant registration.
5. Organising programme files.
6. Assisting with correspondence to partners and participants.
7. Supporting workshop logistics as assigned.

5. Procurement & Office Supplies

1. Monitor office supply levels.
2. Prepare purchase requests for approval.
3. Receive and record office purchases.
4. Maintain inventory of office equipment and supplies.

6. Human Resources Support

1. Provide administrative support to HR by assisting with:
2. Staff records.
3. Leave records.
4. Recruitment scheduling.
5. Interview coordination.
6. Employee filing.
7. Staff onboarding documentation.

7. Finance Support

1. Preparing documents for payment processing.
2. Filing invoices and receipts.
3. Organising financial records.
4. Supporting procurement documentation.

Qualifications

1. Bachelor's degree or Higher National Diploma in Business Administration, Office Management,Public Administration, or a related field.
2. At least 1–2 years of administrative experience.
3. Experience in an NGO, educational institution, or creative organisation is an advantage.

Skills & Competencies

1. Excellent organisational skills.
2. Strong written and verbal communication.
3. Good time management.
4. Attention to detail.
5. Ability to multitask.
6. Professionalism and discretion.
7. Strong interpersonal skills.
8. Ability to work independently and within a team.

Technical Skills

1. Microsoft Office Suite (Word, Excel, PowerPoint)
2. Google Workspace (Docs, Sheets, Drive, Calendar)
3. Email management
4. Basic document formatting
5. Experience with project management tools is an advantage.

Working Hours

1. General Working Hours are from 9:00 am to 5:00 pm
2. General Working Days are from Monday to Friday
3. The Employee needs to be flexible for weekend work as required
4. During programs, the employee must be on call 24/7.
5. The Employee is entitled to 15 working days' leave with full pay in any calendar year of continuous service.