Office Manager


Job Type

Full Time Contract

Salary

Details: Details: Salary is commensurate with experience and academic qualifications

Published:

04/13/2018

Address

Kokrobite
Greater Accra Region
Ghana

Description

The Kokrobitey Institute position is for an Office Manager. The position requires a responsible individual with the ability to manage, organize, supervise and coordinate all program activities for the efficient running of the Institute’s local and international programs. The individual must be creative and a good communicator. The individual should have good computer skills, practice common sense, be able to make decisions, manage time, organize, prioritize, categories and multi-task.

 

Besides general office management, accounts and managing programs the individual will be called upon to work closely with the director and the team at large in a number of creative projects, including conceptualizing and designing educational curricula and materials. All workers are expected to be cooperative and versatile enough to fill in where needed.

 

The workweek is 8:30-5:00, Monday – Friday. 

During programs, the work is 24/7 (we divide the duty time between the staff to ensure everyone can manage their load. Duties may require accompanying a field trip overnight).

 

Tasks:

Office and campus management:

·    Office, campus and staff management to ensure proactive operations

·    Weekly work schedules

·    Accounts

·    Payroll

·    Maintain a clean, organized, well-stocked office that inspires productivity

·    Manage payments and track expenses with outsiders and internal finance systems

Program Activities:

·       Develop and manage programs with universities, colleges, institutions and individuals locally and abroad. 

·       Draft, review and finalize program schedules: daily events, field trips, workshops, forums, guest lecturers, special events, and evening activities. This includes preparing detailed timelines, securing suitable venues, and reviewing meal menus, etc.

·       Identify and secure speakers or special guests facilitators and lecturers, etc. for programs

·       Draft, review and finalize with the Director program budgets, invoices and tracking payments received, etc.

·       Track, compile and record program expenses, etc.

·       Draft, review and finalize agreements for all programs

·       Track insurance, legal, health and safety obligations; insuring all protocols are adhered to for every programs

·       Coordinate with campus housekeepers, caterers, bus rentals, contractors and equipment hired for programs;

·       Handle all queries in respect to program activities

·       Submit full written evaluation of all programs (including alumni entry)

·       Research markets to identify opportunities for new programs

·       Website text maintenance

·       Grant-writing

·       Perform other duties as assigned

 

HR & social media:

·      Manage the institute's email inbox to ensure accurate and clear responses in a timely fashion

·      Market and promote programs and institute events through social media

·      Research markets to identify opportunities for new programs

·      Help create and maintain a positive organizational environment by following through on promises and directives, including meeting deadlines and communicating progress to others.

·      Perform other related duties as required and assigned

First and foremost, the Office Manager must share the team’s sense of passion about our mission to support development by facilitating projects and programs that demonstrate the intersections between Art, Design, & Sustainability through Literacy.

Additionally, candidates for the position must have the following:

 

1.   Candidate must be a motivated, professional committed to getting the work at hand finished. An individual that understands the difference between being busy and actually accomplishing set goals.

2.   Computer competency and experience in using Apple Mac computers desirable.

3.   Flexibility for working on the weekends, holidays and living on campus during programs.

4.   Experience living abroad is suitable but not required. Expatriates in Ghana with work permits are welcome to apply.

Benefits

Accommodation can be provided by the Kokrobitey Institute.

Level of Language Proficiency

4 year degree or equivalent working experience.

Proficiency in English is required.

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

info@kokrobiteyinstitute.org

http://www.kokrobiteyinstitute.org

Please note submit a CV and a cover letter to info@kokrobiteyinstitute.org, with the title "Office manager position". Both CV and cover letter are required for consideration.

CV and Cover letter should be uploaded in one single PDF file.

We will review applications on a rolling basis.


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