Administrative Coordinator

We have an exciting opportunity to join our team as the AMPATH Ghana Administrative Coordinator. The organization Academic Model Providing Access to Healthcare (AMPATH) Ghana is one partnership within AMPATH Global, a network of universities and academic health centers that collaborate with public sector health systems to ensure essential and equitable health for all people. AMPATH originated with AMPATH Kenya over 30 years ago as a partnership between medical schools at Indiana University in the U.S. and Moi University in Kenya. The AMPATH Consortium has developed and inspired future leaders in healthcare in both North America and Africa, and produced hundreds of published articles all while successfully responding to healthcare needs in homes, communities, and clinical facilities in western Kenya.

NYU Grossman School of Medicine’s Section for Global Health leads the AMPATH Consortium of academic health centers in the AMPATH Ghana partnership with the University for Development Studies School of Medicine (UDS-SoM), Tamale Teaching Hospital (TTH), and other affiliated institutions in Ghana. AMPATH Ghana leverages the experience of AMPATH Kenya, builds on the strengths of Ghana's existing healthcare system, and serves as a resource to Ghana's health and education leaders. This partnership works towards mutually beneficial outcomes for all partners improving the health and well-being of people in communities in and around Tamale, Ghana; educating tomorrows medical experts worldwide; and jointly researching breakthroughs that will inform improvements in population health around the world.

AMPATH Ghana seeks a creative thinker, strategic teammate, and administrative aide to assure the success of the program. Drawing from strong administrative and financial skills, this person will be responsible local administrative coordination. This person will be responsible to ensure the timely development and execution of activities to achieve the mission of the program.

The Administrative Coordinator will be expected to:

1. Ensure the effective and efficient procurement of office equipment, supplies, and logistics need during the implementation of project related activities.
2. Assist in the entire accounting documentation, payment; recording process including verification of source documents like invoices and receipt of supplies, services, and bills.
3. Populate the financial and banking system to ensure that expenses are accounted for.
4. Responsible for proper filing, organizing, and maintaining of vendor files, financial records, and documents.
5. Assist in preparation of annual and program budgets.
6. Develop and maintain cost and statistical databases.
7. Assist in providing support for both internal and external audits and advisory services.
8. Coordinate with programs, schools, departments etc to account and bill the cost associated with their programs.
9. Serve as petty cash custodian.
10. Manage payments within assigned budget expenditure limits.
11. Coordinate payments of programs, activities, meetings and events.
12. Ensure adherence to policies, controls, regulations and systems including vendor management and fixed assets register.
13. Ensure compliances with financial and legal requirements.
14. Prepare and file monthly and yearly tax returns, and other statutory returns.
15. Ensure the effective allocation, utilization and management of vehicles for Project activities as per AMPATH Ghana requirements, with low incidence of vehicular accidents and reduced cost of repairs and maintenance.
16. Ensure the adequate supply of utilities and maintenance of office equipment and machinery for the smooth flow of work in the office with minimum disruption of work outflow.
17. Ensure the effective management of stores to ensure the effective implementation of program activities with no reports or incidents on mismanagement of project stores.
18. Ensure the office; its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions.
19. Monitor and manage the team of Front Desk Assistant, Drivers, private security men, Janitor, and any other AMPATH Ghana-related staff (as and where applicable) to ensure they perform effectively and provide the required support services.
20. Keep the Project Manager informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for project implementation.
21. Produce and maintain an up-to-date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for project activities.
22. Ensure fixtures, fittings; utilities for expatriate staff are provided to ensure that they are well-settled for work without complaints about their living conditions.
23. Other relevant duties as requested by the Executive Field Director of AMPATH Ghana.

Qualifications and Experience:

1. A first Degree in Administration, Project Management, Finance or equivalent, with a minimum of 4 years working experience in a similar position.
2. Working experience with an international NGO would be an advantage.
3. Proficiency in MS Office Suite (Word, Excel, PowerPoint and Access).
4. Demonstrate expertise in internet banking, filing of taxes, returns and regulatory requirements of RGD and GRA.

The University is an equal opportunity employer committed to equity, diversity and social inclusion