Operations & Facilities Associate (Full-Time)

Location: Accra, Ghana
Employment Type: Full-Time
Application Deadline: 21 June 2026

About Zach Levi & Associates

Zach Levi & Associates is a professional consulting firm committed to delivering exceptional business solutions and operational excellence to clients across diverse sectors. We foster a collaborative, high-performance work environment where innovation, accountability, and continuous improvement drive our success.

We are seeking a highly organized and proactive Operations & Facilities Associate to support the efficient management of our workplace operations, facilities, procurement activities, vendor relationships, and administrative functions. This role is ideal for a detail-oriented professional who enjoys creating well-functioning work environments and contributing to operational effectiveness across the organization.

Position Summary

The Operations & Facilities Associate will play a critical role in ensuring the smooth day-to-day operation of the office. The successful candidate will coordinate facilities management activities, support procurement processes, manage vendor relationships, and contribute to operational planning and compliance initiatives. The role requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities

Facilities Management & Workplace Operations

• Manage the day-to-day operation of office facilities and administrative functions.
• Maintain a clean, safe, secure, and professional workplace environment.
• Coordinate office maintenance, repairs, renovations, and facility improvement projects.
• Ensure uninterrupted utility and operational support services.
• Supervise service providers responsible for cleaning, landscaping, fumigation, security, and maintenance.
• Monitor workplace health and safety standards and support compliance with applicable regulations.
• Oversee the maintenance, repair, and replacement of office equipment as required.
• Maintain adequate inventory levels of office supplies and operational materials.

Vendor & Contractor Management

• Serve as the primary liaison between the organization and external vendors, contractors, and service providers.
• Manage supplier relationships across multiple service categories, including:
  • Security Services
  • Cleaning Services
  • Catering Services
  • Transportation Services
  • Accommodation Providers
  • Utilities and Maintenance Services
• Monitor vendor performance against agreed service standards and contractual obligations.
• Coordinate service schedules and ensure timely and efficient service delivery.
• Support supplier sourcing, evaluation, and selection processes in accordance with procurement policies.
• Maintain accurate vendor records, contracts, and performance reports.

Procurement & Administrative Support

• Support procurement activities, including obtaining quotations, conducting vendor comparisons, and processing purchase requests.
• Ensure procurement processes comply with organizational policies and procedures.
• Coordinate the acquisition of office supplies, equipment, and operational resources.
• Maintain procurement documentation and records for audit and reporting purposes.

Operational Planning & Coordination

• Coordinate logistics for meetings, workshops, training programs, and organizational events.
• Support scheduling activities and ensure operational timelines are effectively managed.
• Collaborate with departments to plan and implement operational initiatives.
• Track action items and follow up on operational deliverables to ensure timely completion.

Reporting & Documentation

• Prepare periodic reports on facilities management, operational activities, vendor performance, and expenditures.
• Maintain accurate records and documentation relating to office operations.
• Monitor operational expenses and provide regular updates to management.
• Support data collection, analysis, and reporting activities related to operational performance.

Compliance & Process Improvement

• Support compliance with organizational policies, procedures, and regulatory requirements.
• Assist in implementing workplace health and safety initiatives.
• Contribute to the development and enhancement of operational systems and processes.
• Identify opportunities to improve efficiency, effectiveness, and service delivery.
• Support internal audits, compliance reviews, and related organizational assessments.

Qualifications & Experience

Education

Bachelor’s Degree in any of the following disciplines:

• Business Administration
• Public Administration
• Operations Management
• Logistics and Supply Chain Management
• Social Sciences
• Or a related field from a recognized institution

Professional Experience

• Minimum of two (2) years of relevant professional experience in:
  • Operations Management
  • Facilities Administration
  • Office Administration
  • Procurement Support
  • Vendor Management
  • Project Coordination
• Experience supporting consulting firms, international NGOs, development organizations, or corporate institutions will be an advantage.

Required Skills & Competencies

Technical Competencies

• Facilities Management
• Office Administration
• Vendor and Contract Management
• Procurement Processes
• Event and Logistics Coordination
• Operational Planning and Coordination
• Health and Safety Compliance
• Report Writing and Documentation
• Budget Monitoring and Expense Tracking
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

Behavioral Competencies

• Strong organizational and planning skills
• Excellent attention to detail
• Proactive and solution-oriented approach
• Strong communication and interpersonal skills
• Ability to manage multiple priorities effectively
• High level of professionalism and accountability
• Strong analytical and problem-solving capabilities
• Ability to work independently with minimal supervision
• Adaptability and resilience in a fast-paced environment

How to Apply

Apply online by clicking on the application button.