Administrative & Human Resource Manager at Youth Harvest Foundation Ghana

Job Description

Background
The Youth Harvest Foundation Ghana was founded in 2002 with a focus on advancing the course of young people to unearth their potentials and contribute meaningfully to society. As part of our vision to enable self-reliant and self-sufficient youth living in a more equal, healthy, and prosperous society, we are seeking a dynamic, goal-oriented and team player for the role of Administrative and Human Resource Manager.

The Administrative and Human Resource Manager is a Senior Management role at YHFG and reports directly to the Executive Director with supervisory duties over Drivers, Security Persons, Cleaners and Volunteers. The Administrative and Human Resource Manager and shall be responsible for delivering the general administrative and human resource needs of the organisation.

Primary Duties and Responsibilities:

The Administrative and Human Resource Manager will perform a wide range of duties including the following:

Administrative

1. Keep and manage the Executive Director’s diary including scheduling meetings, arranging travel, setting reminders and responding to official communications via phone or emails. Oversee all meetings and workshops and provide needed support for bookings, reporting and documentation
2. Write and circulate minutes of all meetings (At Management, Board and Staff meetings)
3. Manage and lead all procurements and fueling of vehicles/motor bikes to ensure transparency and value for money
4. Ensure vehicle/Motor bike tracking and regular maintenance
5. Ensure timely renewal of organisational membership of relevant networks, associations and groups
6. Ensure timely asset insurance and certificates renewals for both vehicles and office building
7. Filling of organisational returns with the Registrar General Department and NPO Secretariat
8. Arranging and coordinating all staff travels including flight and accommodation bookings, airport pickups and logistics arrangements
9. Manage assets register – regular maintenance assigning, updating and issuing
10. Maintain proper filing system of both electronic and physical documents of the organisation
11. Suggest system reviews or introductions aimed at improving
12. Perform IT related assignments: software installations, routine servicing, configurations, Internet service, Office 365 management, vehicle tracking etc
13. Manage and regularly update organisational website, Emails and social media
14. Play key roles in the drafting of funding proposals and budgeting
15. Performing any other duties that may be assigned by the Executive Director

Human Resource

1. Oversee staff recruitment, performance appraisal, orientation and trainings in collaboration with supervisors and technical staff
2. Ensure general staff safety and welfare by ensuring organisational operations comply with labour Laws
3. Review and enforce all organisational policies and ensuring that all YHFG staff are fully abreast with the provisions of all policies and comply accordingly
4. Manage and vet virtual staff timesheets, coordinate leave and ensure efficiency in staffing projects.
5. Explore opportunities and solutions to build staff capacities and improve staff performance

Working Conditions:
The Administrative and HR Manager will usually work in an office environment, but the mission of the organization may sometimes take the person to non-standard workplaces. The person will work a standard work week but may be required to work in the evenings and weekends where necessary and may travel out occasionally for meetings and workshops.

Salary: Competitive and based on experience and performance (applicants should expect a net pay above GH¢3,000.00 in addition to other benefits)

Required Skills or Experience

• A Bachelor’s degree in Administration, Human Resource, Business Management, Accountancy, or related field is required. (Master’s degree is preferrable).
• A minimum of FIVE (5) years working experience with an NGO or similar setting
• Considerable IT background including website, email, Office 365, Social Media and related areas
• Familiarity with terrains of the Upper East region is a plus
• Experience in organisational policy or systems development or review

Knowledge, skills and abilities

• Knowledge of Project Management or Research
• Ability to drive with drivers license class B or C (Class AB or AC is preferable) and a minimum of three years driving experience.
• Proficiency in the use of MS Word, MS Excel, MS PowerPoint. Applicants with background in research software such as Kobo/ODK Collect, STATA, SPSS, NVIVO are preferred.

Personal characteristics:
The Project Officer should demonstrate competence in some or all of the following:

1. Behave Ethically: Understand ethical behavior and business practices and ensure that their own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization.
2. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
3. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
4. Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
5. Focus on youth needs: Anticipate, understand and respond to the needs of internal and external young people to meet or exceed their expectations within the organizational parameters.
6. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
7. Organize: Set priorities, develop work schedules, monitor progress towards project goals, and track details, data, information and activities.
8. Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.