Office Assistant (Full-Time)

Location: Kumasi, Ghana

Company Profile

Kosmos Innovation Center (KIC) Ghana is a leading entrepreneurship and innovation hub dedicated to empowering young entrepreneurs and fostering sustainable economic growth. Through business incubation, skills development, technology, and agribusiness initiatives, KIC supports innovators and startups in transforming ideas into impactful ventures. We are committed to creating opportunities, promoting innovation, and building a thriving entrepreneurial ecosystem across Ghana.

Position Summary

We are seeking a proactive, organized, and customer-focused Office Assistant to support the daily administrative and operational activities of the Centre. The successful candidate will serve as the first point of contact for visitors and stakeholders, provide administrative support across departments, and help ensure the smooth and efficient operation of the Centre.

Key Responsibilities

Front Office & Customer Service

• Welcome visitors, clients, and stakeholders in a professional and courteous manner.
• Serve as the first point of contact by responding to inquiries and directing visitors appropriately.
• Manage incoming calls, emails, and correspondence efficiently.

Administrative Support

• Coordinate the Centre’s schedule, including booking meeting rooms, training spaces, and workshop venues.
• Organize meetings, prepare agendas, and distribute minutes and action items to relevant stakeholders.
• Maintain accurate and organized filing systems for administrative, project, and financial documents.
• Prepare and distribute reports, communications, updates, and other administrative materials.
• Facilitate effective communication between departments and ensure timely dissemination of information.

Office Management

• Manage office supplies and equipment to ensure uninterrupted operations.
• Monitor inventory levels and coordinate replenishment of office materials.
• Support the maintenance of office facilities and ensure a professional working environment.

Event & Program Support

• Assist in planning, organizing, and coordinating workshops, training sessions, meetings, and Centre events.
• Provide logistical and administrative support for Centre initiatives and stakeholder engagements.
• Set up meeting rooms and assist with audio-visual equipment and presentation requirements.

Financial & Travel Administration

• Support financial administration by processing invoices, expense claims, and reimbursement requests in accordance with company policies.
• Assist with travel arrangements, itineraries, accommodation bookings, and related logistics for staff and visitors.

General Administrative Duties

• Maintain confidentiality of sensitive information and records.
• Perform additional administrative duties as assigned to support organizational goals and operational efficiency.

Qualifications and Experience

• Minimum of a Higher National Diploma (HND) in Management, Business Administration, or a related field.
• At least three (3) years’ experience in a similar administrative role, preferably within a corporate, development, innovation, or nonprofit environment.
• Proven ability to manage multiple tasks while maintaining a high level of accuracy and professionalism.

Skills and Competencies

• Strong organizational and time-management skills.
• Excellent customer service and interpersonal abilities.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Strong problem-solving and administrative coordination capabilities.
• Proficiency in Microsoft Office Suite, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
• Ability to set up and move equipment required for meetings, workshops, and events.
• Ability to work independently and collaboratively within a team environment.

Key Stakeholder Relationships

Internal

• Human Resources & Operations Department
• Finance Department
• Portfolio Manager
• Lab Technicians and Assistants
• Makerspace Specialist

External

• Service Providers and Vendors
• Visitors and Guests
• Program Participants
• Business Partners and Stakeholders

How to Apply

Apply online by clicking on the Application button.