Population Services International Recruitment for Project Assistant

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.

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.

How to Apply

Interested applicants should Click here to apply.