Location: Tema Community 11

Reports To: Chief Executive Officer (CEO)

Position Type: Full Time

Job Summary

Job Summary:

Cleaneats Limited is seeking a highly organized, proactive, and resourceful Personal Assistant to the CEO to provide comprehensive administrative and personal support. This individual will serve as a key liaison between the CEO and internal/external stakeholders, manage the CEO’s calendar, handle confidential information, assist in financial and marketing tasks, and coordinate logistics for both professional and personal matters.

Key Responsibilities:

1. Calendar & Communication Management
• Manage and maintain the CEO’s schedule, including meetings, appointments, and travel arrangements.
• Act as the primary point of contact between the CEO and internal/external stakeholders, ensuring professional and timely communication.
2. Administrative & Executive Support
• Prepare reports, presentations, correspondence, and other documents as requested.
• Organize and coordinate meetings including agenda preparation, material collation, and taking minutes.
3. Financial & Office Support
• Assist with internal auditing, bookkeeping, invoicing, budgeting, forecasting, and expense tracking.
• Maintain financial records in an organized and confidential manner.
4. Personal Assistance
• Perform personal errands such as shopping, picking up dry cleaning, and overseeing other personal tasks.
• Coordinate with service providers and contractors for home maintenance and other personal services.
5. Travel & Event Coordination
• Book flights, hotels, and transportation for both business and personal trips, ensuring seamless logistics.
• Assist with planning and organizing events, from business functions to private gatherings.
6. Marketing & Social Media Support
• Collaborate with the marketing team to develop and implement social media strategies that enhance Cleaneats’ online presence.
• Analyze social media performance and provide regular reports on engagement and metrics.
7. Research & Project Management
• Conduct research and compile data to support strategic planning and decision-making.
• Assist with and manage special projects assigned by the CEO, ensuring deadlines and quality standards are met.
8. General Support
• Handle sensitive information with utmost confidentiality and discretion.
• Carry out any other task or duty as assigned by the CEO.

Qualifications & Documents

• Bachelor's degree in Business Administration, Management, or Food related field preferred. • Proven experience in a similar executive/personal assistant role. • Strong organizational, communication, and interpersonal skills. • Proficiency in Microsoft Office Suite and digital communication tools. • Ability to multitask, prioritize tasks, and meet deadlines. • High level of discretion and professionalism. • Flexible, dependable, and willing to take initiative.

Application Process

Application Process: Interested candidates should submit their resume, cover letter, and references to hr@cleaneatsgh.com with the subject line " Personal Assistant to the CEO – [Your Name]". Applications will be reviewed on a rolling basis until the position is filled.

About Bees for Development Ghana

Bees for Development Ghana (BfDG) is a growing non-profit organisation dedicated to  enabling sustainable beekeeping to build livelihoods, conserve biodiversity, and reduce poverty in Ghana. We empower rural communities through training, and practical support in beekeeping and sustainable land use. Our programmes support communities to generate income, protect biodiversity, and strengthen livelihoods. We are committed to transparency, accountability, and excellence in our work. We work with rural communities, government agencies, and partners to build resilient ecosystems and sustainable incomes.

Position Summary

We are looking for a proactive detail-oriented professional with strong multi-tasking and communication skills to take up the new role of Office Administrator. This role is being  created in response to our expanding portfolio of work, and the increasing demands foressential administrative, HR, and programme support. This role includes supporting the organisation’s human resource needs, handling administrative tasks, managing contracts and partnership agreements, procurement and organising events. The person should have prior experience of working in the NGO sector. The ideal candidate should becomfortable handling multiple responsibilities. The successful candidate will play a key role in ensuring the smooth running of office operations and supporting programme implementation.

Key Responsibilities

A. Human Resources (HR) Responsibilities

1. Support the Director with team welfare and staff engagement activities
2. Support end-to-end recruitment processes (posting vacancies, coordinating interviews, onboarding new staff).
3. Maintain updated staff records and timesheets.
4. Monitor staff leave balances and ensure compliance with internal HR policies.
5. Assist with performance reviews including staff assessments, scheduling,  documentation, monitoring staff development.
6. Review and update organisational HR policies.
7. Ensure confidentiality and data protection in all HR processes

B. Administrative and Office Support

Ensure the smooth running of the office, including supplies, logistics, and  correspondence

• Maintain and assist with filing of accurate records (both hard and digital copies) of  enquiries, training requests.

• Develop and update organisational policies such as Safeguarding, Health and  Safety, Staff Development, Procurement etc. 

• Schedule meetings, take minutes during meetings and ensure timely circulation of  action points.

• Provide general administrative support to programme and management staff.

• Assist in maintaining inventory of office supplies and equipment.

• Support the preparation of documents, letters, and reports.

• Respond to in-person visitors, and phone, email, and social media enquiries in a  professional and timely manner.

C. Procurement and Contracts

• Coordinate procurement of goods and services in line with internal procedures.

• Track and manage inventory, office supplies, and equipment.

• Ensure procurement records are up-to-date and aligned with donor requirements when applicable.

• Oversee and manage supply and service agreements and contracts – including  those with strategic partners.

• Ensure value for money and ethical sourcing in all procurement activities

D. Compliance and Subscriptions

• Support all aspects of legal compliance and registration which govern NGOs, 

according to the laws of Ghana

• Ensure timely renewal of organisational subscriptions and registrations.

• Keep a calendar of all compliance (RDG, NPO Sec. etc.) and reporting deadlines.

E. Finance

• Work closely with and support Finance Officer

• Ensure Finance Manual is up-to-date and followed by all staff

• Act as secondary authorising signatory on cheques, if requested by leadership

F. General Support

• Organise training sessions, community events, and workshops—including  logistics, materials, and refreshments.

• Support mobilisation and communication with participants, stakeholders and local  partners.

• Provide general administrative and coordination support to Management and Team

• Demonstrate initiative and flexibility in supporting cross-functional tasks as  assigned and contribute to a positive, collaborative team environment.

• Carry out any other duties assigned by Director.

Required Skills and Qualifications

Essential

• Bachelor’s or Master’s degree in Business Administration, Human Resource  management, Business Management, Development Studies, Secretaryship and Management, Social Sciences, or related field.

• Minimum of 4 years’ experience in administrative and/or HR roles in NGO sector

• Excellent organisational, planning, and multitasking abilities and time management 

skills.

• Strong communication skills in English (written and spoken).

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

• Ability to handle confidential information with discretion.

• Eagerness to learn and take initiative.

• A positive attitude, commitment to teamwork, and interest in rural development and  sustainability.

Desirable

• Experience of budgeting, budget management and financial oversight and  reporting

• Experience of resource mobilisation e.g. writing funding applications, negotiating  with strategic partners and donors

What We Offer:

• A meaningful role in a purpose-driven organisation.

• Opportunities for learning and growth.

• The chance to contribute to sustainable development in rural Ghana

• Attractive remuneration package

How to Apply

Submit your CV and a cover letter by 1 August 2025, outlining your suitability for  the role to the email addresses below. Kindly use the subject: Application for 

Administrative Officer

1. Benonia Okang <benonia1@yahoo.co.uk>

2. Charles Annoh <ceannoh51@gmail.com>

3. Kwame Aidoo <kwameaidoo@beesfordevelopment.org>

4. vacancies@beesfordevelopment.org

Additional Information

Current staff at the organisation = 9

The organisation enjoys a strategic relationship with Bees for Development UK and is  embarking on a process of growth and expansion in coming years.

This is a Manager-level position and the role will report directly to the Director on all  matters.

We’re Hiring: Executive Personal Assistant (Full-Time)

Location: Accra

Industry: Executive Support / Corporate Services / Administration

Start Date: Immediate

Are you highly organized, detail-oriented, and discreet? Ultimate HR Services Ltd. is seeking an experienced Executive Personal Assistant to support a senior executive in a fast-paced corporate environment.

This role requires a polished, proactive professional who can manage complex schedules, handle confidential information, and serve as the right hand to executive leadership.

Key Responsibilities:

Provide high-level administrative and personal support to the Executive, Manage daily schedules, meetings, travel arrangements.

Prepare reports, presentations, and confidential documents with accuracy.

Handle personal tasks and errands as required.

Anticipate the needs of the Executive and ensure seamless day-to-day operations.

Coordinate logistics for events, board meetings, and client engagements.

Requirements:

Minimum of 3–5 years experience as an Executive or Personal Assistant to senior leadership

Excellent written and verbal communication skills.

Exceptional organizational and time management abilities.

High level of discretion, integrity, and professionalism

Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint) and digital scheduling tools.

Bachelor’s degree in Business Administration, Communications, or a related field.

What We Offer:

Competitive salary and benefits

Exposure to executive decision-making and strategic operations

Professional, respectful, and collaborative work environment

Growth potential within a reputable organization

 To Apply:

 Send your CV and a brief cover letter to info@ultimatehrservices.com

 Use the subject line: Executive PA Application

Position Title: Administrative Associate

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 governments, businesses, and investors to solve the world's most pressing challenges.

We are seeking to recruit an Administrative Associate for an upcoming FCDO-funded projectscheduled to begin in July 2025.  The role involves supporting the programme’s finance, administration, and operations functions, ensuring the smooth and efficient execution of day-to-day activities. The Associate will report to the Finance and Operations Manager under the general oversight responsibility of the Project Team Lead. 

This is a locally hired position and does not include moving expenses or expatriate allowances. Applicants must have the legal right to live and work in Ghana.

Key responsibilities include:

Administrative:

·        Support financial processes, including expense tracking, invoice processing, and maintaining accurate records for audit and reporting purposes.

·        Provide administrative support to ensure the efficient operation of the country programme, including maintaining calendars, scheduling and coordinating meetings, arranging travel, and organizing events.

·        Support the management and upkeep of the office and program database in the SharePoint system, ensuring that critical documents and files are regularly saved and properly organized.

·        Assist with timesheet management for in-country staff, ensuring timesheets are submitted by corporate deadlines and that no suspense hours are recorded.

·        Provide support in the recruitment process, and help track and maintain the leave database, including up-to-date and accurate leave balances.

·        In consultation with the Finance and Operations Manager, assist the project team with the procurement of consultants, vendors, and contractors. This includes conducting market surveys to identify sources of supply, evaluating quotations, negotiating with vendors/service providers, and liaising to ensure timely delivery of goods and services.

·        Support the project team in adhering to company policies, Standard Operating Procedures (SOPs), project processes, and donor regulations when hiring consultants, vendors, and contractors, in coordination with the Finance and Operations Manager.

·        Monitor deliverable due dates and contract expiration dates, and notify Technical Monitors and the HQ team in a timely manner to initiate contract extensions as needed.

·        Asist with procurement processes, travel and logistics coordination, document management, meeting scheduling, and general office administration.

·        Maintain and update individual folders for each procurement. Ensure records are complete and audit-ready, including documentation of selection processes, contracts and modifications, deliverables, invoices, and closeouts for consultants, subcontractors/grantees, and vendors.

·        Submit reviewed and approved deliverables and invoices to the Finance and Operations Manager for payment processing.

·        Perform other related duties and tasks as assigned.·    

Skills and abilities: 

·        Knowledge of donor rules and regulations (FCDO and non-FCDO), 

·        Excellent communication, analytical and organizational skills 

·        Strong operations and analytical skills 

·        Ability to prioritize tasks to address the most critical needs first. 

Requirements: 

·        Minimum of a Bachelor’s degree in administration, economics, accounting, statistics, banking, finance or other related discipline, with 4 years of relevant working experience

·        Experience with the finance and compliance regulations for donor projects is desirable

·        Computer skills: SharePoint, Microsoft Excel, Microsoft Word 

·        Organized, detail-oriented, able to maintain confidentiality, proactive, solution-oriented. 

·        Good oral and written English. 

How to apply: 

Palladium offers competitive compensation. All qualified candidates are strongly encouraged to apply for this position through our online portal. APPLY HERE

To provide high-level administrative and operational support to the Director.

What You'll Do:

1. Manage and coordinate the Director's calendar, appointments, and travel arrangements.
2. Schedule and prepare materials for internal and external meetings.
3. Handle incoming and outgoing communication on behalf of the Director.
4. Track deadlines, tasks, and follow-ups to ensure timely execution.
5. Assist in preparing presentations, reports, and other documentation.
6. Organize domestic and international travel itineraries including bookings, accommodations, and transport.

• Bachelor's Degree in Business Administration, Management, or related field.
• Minimum of 3-5 years' experience as an Executive Assistant or in a similar senior administrative role for a Director.
  

How To Apply 

Send Your CV to:
recruitment.melc@gmail.com