Administrator – Fruit Micro-Credit

Job Description

To provide administrative support to management, ensuring smooth daily operations, compliance with regulatory requirements, and effective coordination of office activities.

Roles and Responsibilities:

1. General Administrative Duties

• Manage and oversee all day-to-day administrative activities within the Executive Office.
• Maintain organized filing systems, ensuring proper storage and retrieval of documents, including confidential files.
• Answer and direct calls, emails, and correspondence, ensuring timely responses.
• Prepare meeting agendas, record minutes, and ensure follow-up actions are tracked and completed.
• Oversee the scheduling of appointments, meetings, and travel arrangements for executives.

2. Office Management

• Monitor and manage office supplies and resources, ensuring optimal availability
• Liaise with vendors, service providers, and other stakeholders to maintain office functionality.
• Ensure compliance with health and safety regulations within the office environment.

3. Communication and Coordination

• Serve as the primary point of contact between the Executive Office and internal/external stakeholders.
• Coordinate and communicate effectively with other departments to ensure smooth workflow.
• Assist in drafting official letters, reports, and presentations for the Executive Office.

4. Financial Administration

• Manage petty cash and other office financial transactions, ensuring proper documentation and accountability.
• Assist in preparing budgets, financial reports, and procurement requests
• Ensure adherence to financial policies and procedures during procurement and other spending activities.

5. Compliance and Record-Keeping

• Maintain up-to-date records of licenses, permits, and other regulatory documents required by
the Road Traffic Authority.
• Assist in preparing compliance reports for audits and inspections.
• Track deadlines for renewals, submissions, or updates of key documents.

6. Support to Senior Management

• Provide administrative support to executives, including preparing confidential documents and
reports.
• Assist in the execution of special projects and initiatives undertaken by the Executive Office.
• Ensure the seamless execution of events, meetings, and conferences organized by the Executive Office.

7. Human Resources Support

• Assist with onboarding and orientation for new staff members.
• Maintain employee records and ensure compliance with organizational policies.
• Support in organizing training, workshops, and team-building activities for staff.

8. Reporting and Documentation

• Prepare periodic reports on office activities and submit them to senior management
• Maintain detailed logs of key operational activities and decisions for record-keeping and
transparency.

Key Competencies and Skills

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in office management tools (e.g., Microsoft Office Suite, Google Workspace).
• Ability to maintain confidentiality and exercise discretion.
• Problem-solving and critical-thinking skills.
• Knowledge of compliance and regulatory requirements related to traffic and transport operations is a plus.

Qualification Required & Experience

Requirements

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).
• Proven experience as an Office Administrator, Office Manager, or similar role.
• Strong organizational, time management, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Proficiency in office software (Microsoft Office, Google Suite, etc.).
• Ability to multitask, prioritize work, and meet deadlines.
• Attention to detail and ability to handle confidential information.

Location: Accra