• Job Location: Accra, Accra, , GH
• Job Function: Product & Project Management
• Employment Type: Full-Time
• Minimum Experience: 3 years
• Minimum Qualification: First Degree
• Age Range:
• Preferred Gender: Any
• Salary:

The Project Assistant (PA) will provide administrative and operational support to the Africa Health Collaborative (AHC) Secretariat. The role includes managing general inquiries, coordinating logistics, providing financial processing support, and ensuring the smooth execution of events and projects. Additionally, the PA will oversee the calendar management of the Senior Director, International Relations, Director Impact and Insights and Program Manager, Africa, supporting scheduling and administrative needs.

Key Responsibilities

Administrative Support
Serve as the first point of contact for general inquiries related to the AHC, resolving routine issues and escalating as necessary.
Manage AHC Secretariat senior leaders' calendar, scheduling appointments, meetings, and conference calls while resolving scheduling conflicts.
Prioritize and manage multiple requests, ensuring alignment with the Senior Director and Director’s strategic goals. (Justification: Given multiple tasks (event coordination, financial processing, communication), defining task prioritization strategies would provide clarity.)
Maintain records of key policies, rules, and procedures to ensure compliance in administrative processes. (Justification: Key policies and procedures will give clarity to decision-making authority, particularly in expense approvals and vendor negotiations.)
Coordinate tasks for projects and strategic initiatives with internal and external stakeholders.
Prioritize and manage multiple requests, ensuring alignment with the Senior Director’s strategic goals. (Justification: Given multiple tasks (event coordination, financial processing, communication), defining task prioritization strategies would provide clarity.)
Maintain records of key policies, rules, and procedures to ensure compliance in administrative processes. (Justification: Key policies and procedures will give clarity to decision-making authority, particularly in expense approvals and vendor negotiations.)
Maintain and organize digital and physical filing systems for key documents and correspondence.
Handle sensitive and confidential information with discretion.
Proofread and fact-check documents, reports, and communication materials.
Prepare and format reports, presentations(good powerpoint), and other materials for internal and external audiences.
Edit content for grant applications, brochures, newsletters, websites, and handbooks.
Take and distribute meeting minutes.

Event & Logistics Coordination
Plan and coordinate event logistics, including booking venues, arranging accommodations, and organizing travel plans.
Book audio-visual and/or computer equipment for meetings and events.
Coordinate program and event schedules, verifying details and making necessary adjustments.
Liaise with vendors and clients to address issues and minor complaints.
Arrange catering and prepare itineraries for visitors and key meetings.
Use event management tools to streamline logistics and ensure seamless coordination. 

Financial & Procurement Support
Process invoices, track expenditures using financial software , and ensure proper financial documentation is maintained. 
Collect and submit expense reimbursement claims, verifying that supporting documentation is complete before processing.
Obtain required authorizations and signatures for financial transactions.
Assist in preparing cost estimates for various activities.
Create a database of vendors for supplier engagement on the African continent

Communication & Stakeholder Engagement
Disseminate information to relevant stakeholders, ensuring clear and timely communication.
Leverage digital collaboration tools to enhance communication workflows. 
Keep well-informed of policies, rules, regulations, and guidelines relevant to AHC’s operations.
Provide guidance to other staff and stakeholders on administrative procedures and best practices.

Qualifications & Skills

Education & Certification:
Degree or Advanced College Diploma in Business Administration, Office Management, or a related field.
Experience:
Minimum of three (3-5) years of experience in administrative support, project coordination, or a related field.
Experience managing executive calendars and scheduling meetings.
Prior experience in financial document processing and event planning is an asset.

Technical & Professional Skills:
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (Zoom, Teams, SharePoint, etc.).
Strong written and verbal English communication skills. French would be an added asset.
Ability to handle multiple priorities and work independently.
High level of attention to detail and accuracy.
Strong organizational and time-management skills.
Ability to work with diverse stakeholders in an international environment.

Working Conditions
Hybrid: Normal office environment with occasional travel for meetings and events.
Regular work requires prolonged periods of sitting and keyboarding.
Frequent exposure to competing deadlines and urgent assignments.
Occasional overtime and weekend work may be required to meet project deadlines.

Impact & Consequence of Error
Errors in executing administrative and financial processes could significantly impact the AHC’s operations, affecting budget accuracy, project timelines, and stakeholder relationships. High attention to detail and process adherence is critical to minimizing risk.

Application Process:
Interested candidates should submit a resume and cover letter outlining their qualifications and experience to:
abraham.armah@laineservices.com 
mitchelle.erhabor@laineservices.com