British High Commission PA to Development Director and Campaign and ODA Delivery Officer Jobs in Ghana
Job Description (Roles and Responsibilities)
To oversee and coordinate the Development Director’s office, providing effective support to ensure the smooth running of the office. Additionally, they will have an important role in the Cross Cutting Team, supporting the team’s objective of strengthening the systems and framework through which we deliver our development assistance. You will be privy to sensitive information, and so discretion is a must.
What will the jobholder be expected to achieve?:
Oversee and coordinate the Development Director’s office to ensure the smooth running of the daily and long-term commitments – e.g. managing diaries; booking internal and external appointments and logistical arrangements (e.g. rooms; transport arrangements, refreshments; setting up teleconferences and VTCs); drafting and responding to correspondence and invitations and liaising with the drivers, Corporate Services and external contacts. Arranging meetings and ensuring that briefings for meetings are requested and processed.
Supporting the Development Director with effective management of corporate deadlines.
Arrange official travel & hotel requirements and reconcile Development Director’s official expenses.
Budget Holder’s responsibilities – Monitor Development Directors’ travel and entertainment budget including profiling, forecasting and tracking spend to deliver value for money.
Events Management at the Development Director’s residence by providing social secretarial duties, writing invitation cards, place cards, menus and compiling guest lists, maintaining social contact lists, arranging caterers, liaising with house staff etc. Working with the Events Coordinators to plan and prepare for formal/ informal events and meetings.
Liaison with the offices of key senior partners.
Provide support as required within corporate effectiveness functions, such as L and D systems, internal meetings and coordination; EA duties; and support for high level visits, leading discrete areas of work
Support FCDO Ghana’s ODA compliance and delivery functions including supporting implementation of best practice potential examples could be in safeguarding, supporting preparations for IAID and other scrutiny of ODA spending; corporate ODA information requirements and returns. Lead discrete areas of work.
Maintain and operate information systems that support effective risk management and corporate compliance, such as: use of IT systems, fraud reporting; forecasting; L and D needs analysis and response etc. Potential line management responsibility if appropriate.
Support the Secretariat of the Delivery and Policy Board, help to set out timings, agenda and paperwork for the DP Board and take minutes, when required.
Work with EAs to HC and DHC to i) track and log communications in a detailed filing system and respond to written correspondence, ii) ensure online tracking of SLT absence, iii) keep up to date staffing metrics, iv) maintain a forward look of events, v) working with visit leads track and report all internal/external visits to/from Ghana in a visits grid, vi) maintain the High Commission’s key contacts database and vii) to cover in each other’s absence.
Support wider corporate and BHC goals as required
All other related duties
Essential qualifications, skills and experience
Bachelor’s in Business Administration, Management or other relevant field of study.
Event Planning experience.
Dealing with logistics, administration and budgets.
Excellent IT skills (including working knowledge of MS office packages (excel; word, PowerPoint etc).
The ability to respond flexibly to competing demands, often at short notice.
Discretion and confidentiality.
Strong organisational skills and good attention to detail (events planning; guest lists).
Ability to write accurate, professional English at speed, in formats including formal letters and minutes.
Good team player with strong customer service skills.
Ability to plan ahead, anticipate problems / clashes and proactively sort them out.
Able to work under minimal supervision and deliver for senior-level individuals.
The successful candidate needs to be fluent in both written and spoken English
Desirable qualifications, skills and experience
Basic financial management skills
A minimum of 3 years’ experience office management in a fast-paced working environment as an Administrative Assistant, Executive Assistant or Personal Assistant to Senior Executives.
Working and delivering in a high pressure environment
Dealing with logistics, administration and budgets
How to Apply
For more information and job application details, see; British High Commission PA to Development Director and Campaign and ODA Delivery Officer Jobs in Ghana
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