Lively Minds Job Vacancy Announcement

Applications are being invited from hardworking, experienced, and dedicated candidates to apply for Lively Mind’s latest job vacancy.

About Lively Minds

Lively Minds, an award-winning NGO, is partnering with Ghana Education Services (GES) to roll out an innovative, early childhood development program. We are hiring in Ghana to support our exciting plans to scale the program to 60 districts, in 8 regions.

POSITION: HR and Admin Assistant

Main duties and responsibilities

Selected applicants will perform the following duties:

• First and foremost, provide administrative support for recruitment and acts as first the  point of contact for candidates
• Secondly, advise employees on HR administrative queries
• Thirdly, be the first point of contact for HR systems (Breathe and Easy LMS)
• Also, coordinate logistics for induction processes
• Additionally, monitor compliance and attendance for inductions and online learning courses
• Besides that, maintain and updates HR systems (HRIS, Easy LMS, and HR team SharePoint site)
• Furthermore, successful applicants may be required to provide administrative support to training sessions organized by SMT members or the Capacity Building Specialist
• Moreover, manage Ghana staff medical/health insurance  (Register new staff- hard copy forms and online, review and update staff lists for renewals, assist staff complete claims, etc)

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• Then, coordinate flights and accommodation arrangements for non-field staff, SMT, and global travels
• Afterward, assists in booking staff international and local flight
• Also, arrange for travel insurance and prompt for payment of same.
• In addition to that, coordinate with LM Driver for airport pickups/drop-offs when necessary
• Last but not least, ensure Office accommodation is in shape for staff lodging
• Lastly, assist the HR Coordinator in line managing the two housekeepers

Support to Country Director:

• Manages schedules and arranges visits for CD to the field, including working with the finance and admin team to arrange transport, accommodation, etc.
• Support CD to complete financial reporting in relation to CD activities (e.g. travels)
• Act as the point of contact among staff and external partners in relevant matters that apply to the Directors
• Organize and maintain filing of documents in correct folders on the OneDrive/Sharepoint or incorrect filing system within the office
• Greet and direct all guests of the Director and help to create a welcoming environment for guests

Admin Support for Projects:

• Depending on my workload may be required to provide administrative support to HR and learning projects. Typical projects may include policies and systems and a focus on compliance
• Also, depending on workload may provide support to capacity-building initiatives such as training sessions
• Depending on workload may provide 1:1 mentoring  for staff on HR systems and IT skills in collaboration with the rest of the HR team

You may be assigned any other responsibility in agreement with your line manager, in contribution to Lively Minds’ work, and in recognition of your experience and skills. It is therefore expected for staff to be flexible and willing to contribute to the work of the wider team

Essential experience and skills

Interested applicants should possess the skills below:

• Firstly, be exceptional organizational skills and attention to detail
• Secondly, have great time management skills, willingness to work extra hours when the need arises
• Strong verbal and written communication
• Ability to work in a diverse, multicultural environment.
• English language proficiency.
• A high degree of professionalism and confidentiality
• Experience in using MS Office suite, familiarity with Outlook Calendars, and ability to adapt to and learn new technologies quickly

Desirable experience and skills

• Some experience in human resources administration
• Good understanding of financial budgeting and reporting
• You will be expected to perform against the Lively Minds Competencies