Administrative & Operations Manager

Vacancy Number: 22869
Location: Accra, Ghana
Date Posted: 25 August, 2023
Job Expires: 1 September, 2023

An indigenous African strategy management firm driven by Pan-African ideals, is urgently recruiting an Administrative & Operations Manager to support their leadership team and employees to establish, sustain and lead a successful organization overall. This is an integral role within the organization reporting to the CEO, that will provide overall effective administrative leadership and guidance; as well as perform other duties/special projects as assigned; to ensure the team is efficient, organized and profitable. The candidate must enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented.

Role Responsibilities

  1. Administration
    • Act as first point of contact for those approaching the Chief Executive Officer, responding to and re- directing incoming enquiries as appropriate
    • Manage information by receiving and distributing communications; collecting and mailing correspondence
    • Arrange CEO’s complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
    • Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up on all attendees and resources needed including reports, updates as necessary. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping leadership updated.
    • Overall direction, coordination, implementation, execution, control and completion of specific projects related to Administration such as Facilities Management, Commercial Events
    • Responsible for all document management & control
    • Provide overall meeting planning e. host, take notes, and follow up on actions
    • Negotiate with vendors on behalf of the Ensure timely payment and optimal service levels
    • Support Executive team administrative needs as required
  2. Human Resource & Employee Operation
    • Liaise with HR service provider vendor on all employee related issues as instructed by CEO
    • Drive on-boarding and off-boarding procedures with HR service provider
    • Ensure employee documentation and record keeping including following up on timely distribution and return of documents, background information and returning to HR
    • Responsible for employee leave scheduling and This includes ensuring proper handover and out of office contact information.
    • Coordinate the efforts of various organizational departments and team members, third-party contractors in order to deliver initiatives and projects according to plan
    • Organize team building activities and drive a fun employee experience & atmosphere
    • Actively manage and communicate on OSHA compliance, Fire Safety,
    • Stay current on all sector related events e. conferences, talks, etc. and secure marketing opportunities to improve organization exposure
  1. Accounting & Revenue Assurance
    • Work with respective 3rd party vendors to ensure that all legal obligations of the company are met: VAT and Tax payment, Employee Insurance, Salary and allowance payments
    • Accurately draft invoice, manage delivery to clients, and complete thorough follow up on payments
    • Manage petty cash account and assign expense disbursements to Administrative Assistant
  1. Business Support
    • Ensure all corporate certification requirements are up to date
    • Stay current on all sector related events e. conferences, talks, etc. and secure marketing opportunities to improve organization exposure
    • Gather market intelligence and preparing reports
  2. Project Office Support
    • Assist with project management as needed

Educational Qualifications:

  • University degree in Business Administration, Human Resources, Social Sciences or a related discipline
  • Additional certification in business management, HR, legal or related field is a plus

Essential Skills:

  • Relevant Experience in a related field, such as management or human resources, in a corporate environment (Minimum – 5 Years), with at least 2 years at Management level
  • Proficient with Microsoft Office Suite
  • Excellent verbal, written, presentation and communication skills
  • Analytical, knowledgeable, and organized with a proactive attitude and strong leadership and interpersonal skills
  • Team player, inclusive and ability to build relationships
  • Mature disposition with an ability to manage confidential information
  • HR and/or Accounting training or experience a plus
  • Excellent coordination of trainings, events and complex executive meetings across multiple geographies

Additional Requirements:

  • Understand the company’s goal and purpose so as to continuously enhance the company’s
  • Self-motivated, and ability to work on his/her own; making independent decisions with minimal oversight, a self- starter who can think ahead and plan for all scenarios
  • Ability to work flexible working hours
  • Demonstrated ability to balance workload under short deadlines and changing priorities in a fast-paced environment
  • Ability to work collaboratively across organizations and stakeholders to drive results
  • Ability to consistently produce high quality work with an eye for detail and accuracy


Although position will be based in Ghana, the employee will be tasked with the responsibility of supporting business across multiple regions. Candidate must be willing to travel within short notice (24 hours), work on weekends, and after business hours when required. This role may require other business-related activities which will be communicated to the employee as needed.