ADMINISTRATIVE ASSISTANT

About Zonda Tec Ghana Limited

Zonda Tec Ghana Limited is a leading automobile assembly and sales company in Ghana, operating a fully integrated 4S facility (Sales, Service, Spare Parts, and Survey) and service centers for globally recognized brands including GWM, Chery, DongFeng, Shantui, and Sitrak. We are committed to delivering exceptional customer service and operational excellence through innovative solutions and efficient project execution.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant (Project Support) with an engineering background to join our Project Department. The successful candidate will play a critical role in coordinating and facilitating the acquisition of statutory permits, licenses, and regulatory approvals required for construction and infrastructure projects.

This position serves as the key liaison between the company’s engineering team, external consultants, and government regulatory agencies, ensuring compliance with all legal and technical requirements while supporting smooth project execution.

Key Responsibilities

Regulatory Compliance & Permit Management

• Prepare, compile, and submit applications for statutory permits and regulatory approvals, including:
  • Building Permits from Metropolitan, Municipal, and District Assemblies (MMDAs)
  • Environmental Permits from the Environmental Protection Agency (EPA)
  • Zoning and Land Use Approvals
  • Ghana National Fire Service Certifications and Clearances
  • Utility Connection Permits (Electricity, Water, Sewerage, etc.)
• Monitor the progress of permit applications and actively follow up with regulatory authorities to facilitate timely approvals.
• Ensure all project documentation complies with applicable Ghanaian laws, regulations, and technical standards.

Project Documentation & Administrative Support

• Maintain an organized digital and physical filing system for permits, contracts, engineering drawings, approvals, and official correspondence.
• Prepare reports, presentations, technical documents, meeting minutes, and correspondence for management review.
• Coordinate meetings, inspections, and engagements involving project teams, consultants, contractors, and government officials.
• Manage the Project Manager’s calendar, appointments, and travel arrangements.
• Process invoices and maintain records of permit fees, consultant payments, and related project expenditures.

Technical & Project Coordination

• Review engineering drawings, tender documents, and project plans to identify permit and compliance requirements.
• Support coordination between engineers, consultants, contractors, and government inspectors during site inspections.
• Interpret and translate technical engineering information into formats suitable for permit applications and regulatory submissions.
• Assist in tracking project milestones and regulatory compliance deadlines.

Qualifications & Experience

Educational Requirements

• Bachelor’s Degree or Higher National Diploma (HND) in:
  • Civil Engineering
  • Mechanical Engineering
  • Structural Engineering
  • Construction Engineering
  • Or a related technical discipline with a strong understanding of construction and project processes.

Experience

• Minimum of 2–3 years’ relevant experience in project administration, regulatory compliance, engineering support, or construction administration.
• Experience within the construction, real estate, engineering, or automobile industry is highly desirable.
• Demonstrated experience obtaining permits and approvals from Ghanaian regulatory bodies such as MMDAs, EPA, and the Ghana National Fire Service will be a significant advantage.

Required Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management software and document management systems.
• Ability to read and interpret basic architectural and engineering drawings.
• Strong report writing, documentation, and minute-taking skills.
• Excellent administrative and organizational capabilities.

Key Competencies

Regulatory Knowledge

Strong understanding of Ghana’s building regulations, environmental assessment requirements, local government regulations, and statutory approval processes.

Negotiation & Stakeholder Management

Ability to engage effectively with regulatory authorities, consultants, contractors, and internal stakeholders to facilitate approvals and project progress.

Attention to Detail

Exceptional accuracy in preparing and reviewing documentation to minimize delays and regulatory rejections.

Problem-Solving

Ability to identify potential bottlenecks in approval processes and recommend practical solutions.

Communication & Interpersonal Skills

Excellent verbal and written communication skills with the ability to collaborate across multidisciplinary teams.

Why Join Us?

• Opportunity to work with one of Ghana’s leading automobile assembly and sales companies.
• Exposure to large-scale construction and infrastructure projects.
• Professional growth within a dynamic and fast-paced environment.
• Collaborative work culture that encourages innovation and excellence.