Office Administrator

 How to Apply 

Submit your CV and a cover letter outlining your suitability for the role to the first email address and CC the rest of the 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 

 Location: Donkorkrom, Kwahu Afram Plains, Eastern Region 

Reports to: Director 

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 for essential 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 be comfortable 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

 • Support the Director with team welfare and staff engagement activities 

• Support end-to-end recruitment processes (posting vacancies, coordinating interviews, onboarding new staff).

 • Maintain updated staff records and timesheets. 

• Monitor staff leave balances and ensure compliance with internal HR policies.

 • Assist with performance reviews including staff assessments, scheduling, documentation, monitoring staff development. 

• Review and update organisational HR policies. • 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. 

 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 

 D. 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 

E. 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 outlining your suitability for the role to the first email address and CC the rest of the 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