Administrative Assistant

Kokrobitey Institute
Location: Accra, Ghana
Employment Type: Full-Time

About Kokrobitey Institute

Kokrobitey Institute is seeking a highly organised, proactive, and service-oriented Administrative Assistant to support the smooth operation of the Institute. The successful candidate will create a welcoming and professional office environment while providing efficient administrative, coordination, and operational support across various departments.

The Administrative Assistant will play a key role in managing daily office activities, maintaining accurate records, supporting programmes, and ensuring effective communication with staff, partners, visitors, and stakeholders.

Position Overview

The Administrative Assistant will provide comprehensive administrative support to the Institute by coordinating office operations, maintaining documentation systems, assisting with programme activities, and supporting Human Resources and Finance functions.

Key Duties and Responsibilities

1. Office Administration

• Provide reliable day-to-day administrative support to ensure efficient office operations.
• Manage incoming and outgoing correspondence, including emails, letters, and official communications.
• Respond professionally to telephone calls, emails, and visitor enquiries.
• Schedule meetings, manage office calendars, and coordinate appointments.
• Prepare meeting agendas, record minutes, and track follow-up actions.
• Maintain well-organised digital and physical filing systems.
• Draft letters, reports, presentations, and other administrative documents.
• Monitor office supplies and stationery inventory to ensure availability.
• Coordinate courier services, deliveries, and related office logistics.
• Support the preparation of reports, presentations, and administrative materials.

2. Records and Documentation Management

• Maintain accurate employee and organisational records.
• Organise and manage contracts, agreements, and institutional documents.
• Update administrative databases and filing systems.
• Maintain programme and project documentation as required.
• Ensure confidential records are securely stored and handled appropriately.

3. Office Coordination and Support

• Support daily office activities and contribute to a welcoming workplace environment.
• Coordinate meeting arrangements, including room preparation and logistics.
• Welcome visitors and provide professional front-office support.
• Assist with guest arrangements, accommodation bookings, and event logistics when required.
• Collaborate with departments to ensure smooth communication and coordination.

4. Programme Administrative Support

• Provide administrative support to the Programmes team.
• Prepare programme documents and supporting materials.
• Print and organise workshop and training resources.
• Support participant registration and attendance records.
• Maintain programme files and documentation.
• Assist with correspondence to partners, facilitators, and participants.
• Provide administrative support during workshops, events, and programme activities.

5. Procurement and Office Supplies Support

• Monitor office supply levels and maintain inventory records.
• Prepare purchase requests for approval.
• Receive, verify, and record office purchases.
• Maintain records of office equipment and supplies.
• Support procurement documentation and administrative processes.

6. Human Resources Administrative Support

• Support HR activities by maintaining accurate staff records.
• Assist with leave record management and employee documentation.
• Coordinate recruitment schedules and interview arrangements.
• Support employee onboarding processes and maintain related files.
• Ensure HR documents are properly organised and updated.

7. Finance Administrative Support

• Prepare administrative documents required for payment processing.
• File invoices, receipts, and financial records.
• Organise finance-related documentation.
• Support procurement and payment documentation processes.

Qualifications and Experience

• Bachelor’s degree or Higher National Diploma (HND) in Business Administration, Office Management, Public Administration, or a related field.
• Minimum of 1–2 years’ experience in an administrative role.
• Experience working in an NGO, educational institution, cultural, or creative organisation will be an advantage.

Skills and Competencies

• Excellent organisational and coordination skills.
• Strong written and verbal communication abilities.
• Good time management and ability to prioritise tasks effectively.
• High attention to detail and accuracy.
• Ability to manage multiple responsibilities in a fast-paced environment.
• Professional approach with strong confidentiality and discretion.
• Excellent interpersonal and teamwork skills.
• Ability to work independently and demonstrate initiative.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience using Google Workspace (Docs, Sheets, Drive, Calendar).
• Strong email management skills.
• Ability to prepare and format professional documents.
• Familiarity with project management tools is an advantage.

Application Process

Apply online by clicking the Application button.

Application Deadline: 31 July 2026