Working as part of he project team based in Tamale, and under the supervision of the Administrative and Finance Manager (AFM), the Administrative Assistant - Legal and HR will be responsible for assisting with the administrative, HR and legal business management of the Sustainable Cities – Phase 1 project. He/she supports the AFM in the proper application of administrative, HR and procurement procedures within his/her scope.

Support the administrative, HR and legal management

• Support the management of project bank accounts and project cash
• Maintain local staff records and ensuring compliance with Ghanaian labor laws
• Support the AFM in ensuring that project procedures and operations comply with the Expertise France, EU rules and project implementation framework (management of tax exemptions and payments, customs clearance of goods)
• Respond to procurement/logistics requests related to supplies, materials for project activities
• Maintain comprehensive procurement files, including solicitations, proposals, evaluations, award documents, official contracts and correspondence on all procurements, following EF policies and local laws
• Support in building and maintaining of an up-to date tender, contractual and other legal commitments database
• Support the AMF in the administrative management of procurement and consultancy contracts: propose contract drafts, monitor contract execution and invoicing
• Assist with the management of procurement contracts
• Support the AFM in managing local portage contracts and payroll
• Support the AFM with the administrative functions of the project,team travel and expert missions (purchase of tickets, vehicle rental, mission orders, calculation of allowances, requests for long/permanent visas) in liaison with the logistics and security officer
• Assisting AFM with issues in contract/agreement lifecycleAnswers telephone inquiries from the public and gives callers appropriate information or directs calls to the appropriate person that would have relevant information
• Ensure that the reception area is kept tidy at all times
• Tags assets upon receipt of the fixed assets purchased and before deploying the assets in a fixed asset register. Support yearly fixed asset inventory
• Support in Office Management,  and office security in liaison with the Logistics and Security officer
• Arrange and file contractural documents for all procurement-related activities
• Facilitate the processing of work/resident permits for experts
• Provide technical support for document creation, photocopying, printing, and faxing for the project team
• Performs any other duties as assigned by the Administration and Finance Manager, or the senior management team

Field office secretariat and guest management

• Facilitate in-person and remote meetings
  
• Welcome visitors: Check that the reception signature ledge is up to date, and create the conditions for a successful welcome: logistics, coffee, WC, greetings, etc. 
• Arrange scheduled visits to the field office
• Maintain, update, and disseminate the internal directory and make it available on the common site
• Meeting note-taking
• Mail processing : drafting, follow-up, filing management
• Circulate information on any special events concerning the team and office organization

(Please note that the responsibilities are not all-inclusive, as changes to services are made and/or new responsibilities are identified they will be added as deemed appropriate)