Administrative Assistant (AA)

ORGANIZATION Summary

4Ward Development West Africa (4WardWA), formerly known as Access Development is a well-established Safe Water Enterprise (SWE) with business subsidiaries in Ghana and Uganda that provide safe water services at a District-Wide Scale. With over a decade experience in providing safe water to more than 600,000 people through 2,000 water points across Africa by 2006, our goal is to exceed the expectations of rural and peri-urban customers by consistently delivering high-quality water. We pioneered the implementation of an innovative water system with our Numa model together with owners, Water4 (a Non-profit organization). 4Ward WA, a subsidiary of Water4 is a wholly owned for-profit Subsidiaries of Water4, Inc.

The 4WardWA suite of water solutions is designed to provide safe water tailored to consumer demand, including: hand-pumps with professional management, public retail points, and private water connections for households, schools, clinics, and businesses.

4WardWA has current operations in the Wassa East district, Western region, Ghana, where we have provided the entire district with access to safe water and adjourning communities in the Komenda, Edna-Eguafo-Abrem (KEEA) Municipal. This is in partnership with Water4, The Dutch Government (RVO), Hilton Foundation, Wassa East District Assembly, and many other partners. 4WardWA is scaling up its operations in Upper West and Savanna Regions in 2022 in partnership Water4, Helmsley Trust Foundation and Global Communities, with more partners to come as part of our strategy to provide three districts in these regions with safe water services.

POSITION SUMMARY

The administrative assistant, while maintaining strict confidentiality, collaborates with teammates to perform duties that include office support tasks as well as administrative work directly related to the operations of the department. S/he will generally be providing full support to intermediate-sized work and will report directly to the HR/Administrative Supervisor.

Additionally, the Administrative Assistant will assist in updating and maintaining office policies and procedures and as well Identifying and resolving administrative issues proactively.

RESPONSIBILITIES

  • As a seasoned team member, may answer questions, explain processes, and correspond with people concerning specialized information within the assigned department or work group.

  • Schedules meetings, prepares agendas, records meeting minutes, coordinates complex travel arrangements, accommodation, transportation and welcomes and hosts visitors.

  • Performs administrative support work such as answering phones, entering and retrieving electronic data, or sorting and distribute mail.

  • Draft and/or proofread documents or forms and other correspondence such as official company records, external letters, and government filings.

  • May perform light manual labor such as delivering office supplies, arranging chairs, and setting up refreshments or brochures and displays.

  • Maintain and organize digital and physical records for filing systems for easy access and retrieval.

  • Assist in the preparation of regularly scheduled reports.

  • Prepare office supplies budget for purchases monthly.

  • Provide support during recruiting and onboarding of new hires.

  • Help plan programs and processes designed to improve employee welfare.

  • Assess, evaluate, and troubleshoot problems concerning the office facility.

  • Act as the point of contact to provide general support for internal and external clients.

  • Any other duties as assigned by Supervisor.

KEY EXPECTED RESULTS

  • Must maintain a high degree of confidentiality and display a friendly, positive attitude

  • Advanced proficiency in managing documents, spreadsheets, and databases.

  • Ability to liaise internally and externally on administrative matters.

  • Must be versatile, organized, able to multitask and meet changing deadlines

  • Exceptional filing, recordkeeping, and organizational skills.

  • Working knowledge of printers, copiers, scanners, and fax machines.

  • Proficiency in appointment scheduling and call forwarding systems.

  • Excellent written and verbal communication skills.

  • Exceptional interpersonal skills.

QUALIFICATION

EDUCATION

  • HND Diploma in Business Administration, Communication/Publishing studies, or related discipline.

  • A first University Degree in Administration, Social Sciences, Communication or the Arts preferred

EXPERIENCE

Two years’ experience working in an administrative position.

REPORTING

The Administrative Assistant will report to and work closely with the HR/Administrative Supervisor

WORKING CONDITION

Work Environment: Must live in Daboase, Takoradi, and surrounding areas.

Physical Demands: Sitting, standing, and/or walking for up to 8 hours per day. The total working hours in a week is 40 hours. Should work be done during evenings and weekends, the Administrative Assistant will be compensated with an equal amount of time off.

Travel Requirements: Minimal travel is required for this role.

PREFERRED SKILLS

  • Should take a strategic approach to the planning and management of tasks.

  • Strong mindset for continuous improvement and meeting or exceeding expectations and able to demonstrate complete discretion and confidentiality.

  • Excellent verbal and written/ interpersonal communication skills with an ability to build relationships with people at all levels.

  • Demonstrate problem-solving capability – the ability to create a win-win situation while deriving desired numbers and outcomes.

  • Attention to detail and the ability to multitask efficiently.

  • Proficiency in English and local dialects of the assigned area (Fante or Twi) required.

GENERAL COMPETENCIES

The following competencies are expected of all 4Ward Development employees:

Job knowledge: Demonstrates knowledge of purposes, objectives, practices and procedures required to perform the job.

Productivity: Produces a volume of work consistent with the normal requirements of the job.

Quality of work: Work is accurate, thorough and timely according to agreed standards and expectations agreed.

Communication: Expresses information verbally and in writing in a clear and coherent manner.

Reliability: Can be depended upon to perform assigned tasks in a timely manner and degree of supervision required.

Initiative: Exhibits drive to complete tasks and takes charge in the absence of detailed instructions.

Delegation: Delegating and following up regularly to ensure that delegated duties and responsibilities are carried out.

Teamwork: Establishes and maintains positive working relationships with co-workers and works to share responsibilities towards common targets.

Leadership: Motivates and builds morale, eliciting cooperation from subordinates and achieving results through a team effort.

Constructive Feedback: Accepts improvement-oriented ideas and offers the same to colleagues or those under their supervision

LOCATION:

This position is based in Daboase, Western Region, Ghana.

HOW TO APPLY FOR THIS JOB: 

Please send cover letter, resume, and references to: hello@4ward.co by the close of business on 29th January 2024. Only shortlisted candidates will be contacted.

Please use the job title and (Daboase, Ghana) as your e-mail subject.

ADDITIONAL NOTES

  • Equivalent education, training and/or certification may be substituted for experience and education shown above Equivalent education, training and/or certification may be substituted for experience and education shown above