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Admin & Logistics Assistant

JOB SUMMARY
Company	Expertise Fra...
Industry	NGO/IGO/INGO
Category	Supply Chain ...
Location	Accra, Ghana
Job Status	Fixed term (R...
Salary	GH¢
Education	Bachelor̵...
Experience	5 years
Job Expires	Apr 25, 2025
Contact	...

Company Profile

Expertise France is the French interministerial agency for international technical cooperation, and a subsidiary of the Agence Française de Développement (AFD) group. The second largest agency in Europe, Expertise France designs and implements projects that sustainably strengthen public policies in developing and emerging countries. It operates in key development fields such as governance, health, education and the environment, and works alongside its partners to help achieve the Sustainable Development Goals (SDGs).

Expertise France has been entrusted by the EU with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi.

In order to achieve this objectives, Expertise France will pursue the following actions:

Encourage coordination mechanisms between local and national authorities : strengthening capacities, urban observatory, include climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…;
Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach
Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs.

About Expertise France (https://www.expertisefrance.fr/en/web/guest/accueil)

Job Description

Admin Procurement Assistant

Project “Sustainable Cities – Phase 1”

Field Office - Location: TBC
Duration: 12 months (renewable)
Provisional Start Date: May 1st, 2025
Deadline: April 25th, 2025

Project Description and Objectives

With a total population of 30.4 million people in 2019 and more than 55% living in cities, Ghana has a dense network of urban areas mostly concentrated along the Atlantic coast and in the Ashanti Region. The country is halfway through urbanisation and has benefited from an urban economic network more advanced than other countries in West Africa. While the first period of urbanization has generated job creation and opportunities, improved living conditions, and reduced poverty for many Ghanaians, the country now faces the challenges of economic efficiency and social inclusion within its urban areas. In addition, unplanned spatial expansion of urban and metropolitan areas and their limited connectivity within and across Ghana’s cities is a challenge, increasing social and environmental costs, unequal access to basic services, health risks, and ecological damages.

To address these challenges, an integrated programme is proposed to meet demands in infrastructures and services by working both on the institutional and legislative framework at central level and on urban growth at the local level.

The Sustainable Cities – Phase 1 project is part of the EU-Ghana Partnership for Sustainable cities. Funded by the European Union and implemented by Expertise France through the Ministry of Local Government, Decentralisation and Local Development (MLGDRD), the objective of the project is to enhance urban prosperity by supporting the development of sustainable and inclusive cities. More specifically, the project aims to support six Metropolitan and Municipal Assemblies (MMAs) viz Tamale Metropolitan, Wa, Bolgatanga, Yendi, West Gonja and East Mamprusi Municipal Assemblies to advance sustainable urban development and address the specific challenges faced by cities in terms of spatial growth and climate change. The project also seeks to enhance urban governance and implementation of inclusive planning policies, increase accessibility of urban services, and impulse green economic development and employment opportunities.

The project implementation started on March 1, 2024, and will be implemented over a span of 58 months (March 2024 to December 2028).

About Expertise France (https://www.expertisefrance.fr/en/web/guest/accueil)

Expertise France has been entrusted by the EU with the design and implementation of the “Sustainable Cities – Phase 1” project. The action proposed by Expertise France will address the need for capacity building and data collection of the Ministry of Local Government, Decentralisation and Rural Development (MLGDRD); at the decentralised level, the action will target selected Regional Capitals - Wa, Damongo, Nalerigu, Bolgatanga, Tamale – and the secondary city of Yendi.

In order to achieve these objectives, Expertise France will pursue the following actions:

Encourage coordination mechanisms between local and national authorities: strengthening capacities, urban observatory, including climate change and inclusivity issues in the urban policies, peer-to-peer dialogues…;
Structurally improve urban governance by strengthening the capacity of central and local governments to coordinate, design and implement urban policies, planning and regulation Enhancing and building the technical capacities of local authorities and promoting participatory approach
Supporting local authorities in the planning and implementation to improve water,sanitation and waste management services in the 6 beneficiary MMAs.

Tasks and Responsibilities

Working as part of the project team based in Tamale, the Admin and Logistics Assistant is under the direct supervision of the Administration and Finance Manager. A close link with the security management, in particular with the regional security coordinator for the Guinean Gulf, is provided for security issues in the area. He/She will be in charge of supporting the team on all logistical tasks related to the organization of missions (mission orders, MSC, security if necessary), travel (booking of plane tickets, car rental, accommodation), and the organization of meetings, workshops or events within the framework of the project. He/She will also be in charge of vehicle management and the monitoring and repair of the project fleet. He/She will supervise the drivers involved in the project.

The Admin and Logistics Assistant is responsible for the implementation of the logistics support framework adapted and properly sized to the project. He/She is the guarantor of the application, of the respect of the policies, rules, procedures, and good logistic practices, of the functions of purchasing and transport. It ensures that the teams are provided with the means, resources, and tools that the project needs to carry out its activities.

In the field, He/she manages from A to Z the logistics of an event, from its management to the supervision of the various post-event stages. He/She ensures the implementation and smooth running of operations while managing a dedicated budget. The Admin and Logistics Assistant is also the technical guarantor of the smooth running of the event. He/She must be able to accompany the technical teams on D-Day and inform the users of the facilities in place at the reserved location. He/she is in charge of coordinating the operational implementation of the activities, coordinating the execution of the event, conducting the evaluation, and writing the review of the operation.

As such, the incumbent will be responsible for:

Support project activities,
Provide technical support to the project,
Build capacity and capitalize,

The Admin and Logistics Assistant officer contributes to the definition of the Project’s communication strategy around the elaboration of its communication plan, particularly in its financial implementation, the implementation of this plan in compliance with the schedule and budget as well as the directives of Expertise France and the EU defined in this matter.

The Admin and Logistics Assistant is in charge of:

Logistics

Oversee and ensure supply chain performance,
Manage fleet of vehicles in Tamale, base structures (office, residence), equipment and general resources, Fuel Consumption, vehicle maintenance etc
Ensure asset management (tagging, annual physical count, update of assets register etc)
Contribute to operational security management,
Management of the IT equipment in Tamale
Monthly reporting of fuel consumption
Strengthen fleet management and optimization (two vehicles planned),
Provide support to the two drivers to optimize travel plans and vehicle movements
Compliance on logistics procedures and fight against fraud,
Participate in the development and update of logistics procedures,
Follow up all the files related to the software domain in liaison with the administrative and financial manager,
Ensure the application of logistics procedures,
Ensure the security of goods received and stored in the Expertise France premises,
Assist in the logistical preparation of training sessions, seminars and workshops,
Assist in drafting technical specifications and terms of reference for the purchase of supplies or services,
Ensure storage, hygiene and cleanliness of inventory (organization, cleanliness, ventilation, absence of pests, etc.),
Maintain equipment inventory and prepare periodic inventory reports,
Prepare loads and transport documents (delivery slips, donation certificates, etc.),
Ensure the maintenance and maintenance of the telecommunications equipment set up to maintain permanent contact with all Expertise France employees,
Prepare and participate in certain provincial missions in technical and/or administrative support,
Monitor logistics in the field when required,

Oversight on Security Matters

Provide updates on the necessary implementation of the security protocols, measures and rules of the agency in the cities of the mission,
Keep abreast of any changes and update the security context in the project areas,
Ensure that all Expertise France staff (missionaries, short-term or long-term experts, expatriate or national) follow up on the proper application of security protocols and instructions,
Continuously monitor in real time the situation of all Expertise France staff present and/or assigned in the cities of the mission,
Coordinate the safe movement of personnel or the transport of equipment, whether by air, road or sea (organization, monitoring, relations with local contacts),
Set up and manage a telecommunications system to keep in regular or permanent contact with all Expertise France staff in the cities/provinces of the mission,
Monitor on a daily basis the security situation in the country,
Alert in real time all risks/threats, incidents to the managers and sponsors of two projects, as well as the security department at headquarters,

Event

Ensure the proper logistics of the event are organised by mobilising the necessary human and material resources (internally and externally) in particular by identifying and managing the relations with the external service providers,
Propose technical support to ensure the implementation of remote sessions,
With the Experts and Project Leader, carry out the planning and budget monitoring of the operation,
Ensure communication around the event upstream (media coverage), on D-Day and downstream,
Welcome the participants and coordinate the different stakeholders during the event,

Management of premises and other equipment

Supervise maintenance teams,
Monitor the maintenance work of the agency premises,
Audit and maintain office equipment (including computers, printers, scanners, etc.),
Monitor the rehabilitation and maintenance of the structures necessary for the operation of the base: offices, living spaces, stocks, etc.
Participate in the implementation and monitoring of the IT network,

Required Skills or Experience

Professional Experience Requirements

Minimum Bachelor’s degree in Logistics, Communication or equivalent,
Minimum of 5 years experience in a similar position,
Experience communicating on projects funded by external partners would be an asset,
Previous experience in team management,
Basic knowledge in IT management,

Human Skills and Knowledge

Proven communication skills,
Know the regulations regarding purchasing, transport, storage, etc.
Know the policies/procedures for purchasing and logistics of the funders,
Anticipate and organize: show foresight (establish forward plans, anticipate means of action), and organizational sense (objectives to be achieved, distribution of roles.),
Taste for teamwork,
Organizational and prioritization skills and ability to manage multiple things at the same time,
Availability, flexibility, autonomy,
Team and coordination skills, excellent interpersonal skills,
Strong teamwork skills, flexibility, organizational skills, responsiveness,
Demonstrated writing skills (reports, briefing notes, strategies, etc.),
Pragmatic, proven ability to produce tools and documents in a short time,
Knowledge of French will be an advantage

How To Apply

Documents to be provided

A CV
A cover letter
Three business references including email and telephone contacts

The application should be sent to the email address: gabriel.nyanti@expertisefrance.fr

The selection process will be conducted in two phases:

First, a shortlist will be drawn up freely by Expertise France
Second, selected candidates may be invited to one or more interviews

Candidates interested in this opportunity are invited to submit their application as soon as possible. Expertise France reserves the right to make a pre-selection before this date. If you do not hear from us within 4 weeks, please consider your application unsuccessful.

Type of contract & remuneration: Local wage portage contract; remuneration according to profile

Note

Please note, employers receive numerous applications per posting and will only shortlist the most qualified candidates. Also Jobsinghana.com is not involved in any decision made by an employer/recruiter and therefore does not guarantee that applications sent will result in a candidate being shortlisted/selected for that position.

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