Skills Hub Assistant 58 views0 applications

Job Title: Skills Hub Assistant

No. of Positions: One

Sector: Programme Administration

Employment Category: Fixed term

Employment Type: Full time

Contract Duration: One year, renewable

Open to Expatriates: No

Reports to: Skills Hub Curator

Direct Reports: One

Start Date: 4^th January 2022

Location: Accra, Ghana

About us:

Youth Opportunity & Transformation in Africa (YOTA) is an ECOSOC-accredited NGO at the forefront of youth development policy, practice and research in Ghana. For more than 15 years, we have delivered tailored skills to young people, leading to improvements in their leadership, financial literacy, entrepreneurship and life planning skills. Through our service delivery, we have provided education, skills training, and technical support to thousands of youth and helped them transition to self and wage employment. Our research has contributed to filling the gap in youth data and the evidence base for public policy. And, we continue to use our national appeal and grassroots constituency, through our Voices of Youth Coalition, to advocate and campaign for youth-inclusive policies at all levels.

Purpose of the role:

As a Skills Hub Assistant, you will join a strong team of motivators who view innovation and skills building as a way to unlock the ideas of young people through youth-centred design, and creating the right conditions for innovation to flourish. You will provide administrative and operational support across a wide range of Hub activities including events, training, and front desk management. You will deploy your excellent human relations and communication skills to welcome and manage Hub guests positively, and execute all tasks to the highest quality standards. If you are passionate about youth innovation, believe in the potential of social innovation, and enjoy working in a fast-paced and creative organisation, then we would love to hear from you.

Responsibilities:

• Serve as the first point of contact at the Hub; maintain a web-based attendance register; welcome and register guests, as well as facilitate ‘lightning’ orientation sessions for clients accessing Hub services, ensuring that they are aware of all policies and procedures they need to adhere to
• Coordinate front-desk activities, including distributing correspondence and redirecting phone calls; anticipate and handle any client requests and satisfy their needs within laid down procedures
• Lead logistics arrangements for all meetings and training sessions, including assigning housekeepers to set up meeting rooms and equipment, and getting training materials and documentation ready in advance
• Oversee stock management of Hub stationery and supplies; maintain an updated in-out inventory of all stationary and supplies; ensure that stationery and supplies are ordered in a timely manner
• Monitor client activities and ensure strict adherence to policies and procedures especially in regards to usage of library, computers and internet services; troubleshoot and resolve basic guest issues and escalate complex issues to the appropriate team member
• Assist with managing the scheduling system for training sessions, facility bookings, and other services, ensuring the timetable runs smoothly
• Participate in planning across the year to raise awareness of the Hub and its services, including delivering a range of events and promotions that link with key national and international mobilisations (such as World Youth Skills Day, International Youth Day, etc)
• Ensure safeguarding compliance of clients; respond swiftly to issues and have a proactive problem-solving approach and feedback loop so that clients can see what resolution or changes have been put in place
• Assist with the collection and compilation of M&E data, and the preparation of regular progress reports on Hub activities, including progress towards weekly and monthly targets and delivery on specific indicators
• Other duties may be required from time to time, including responsibilities which require work on weekends and holidays for which time off in lieu (TOIL) may be taken

Person specification:

· Proven customer service experience, including as a Receptionist, Front Office Representative or similar role

· Office experience – scheduling, telephone skills, typing, documentation skills, event planning and other administrative functions

· Proficiency in Microsoft Office Suite and CRM applications

· Hands-on experience with office equipment (e.g. multifunction printer, copier, scanner)

· Demonstrated verbal communications and interpersonal skills

· Ability to prioritise tasks and pay attention to detail; ability to be flexible and be willing to assume a range of unanticipated assignments

· Fluency in English required, alongside Twi, Ga and/or Ewe

Salary & benefits:

· Competitive salary structure

· Accra Cost of Living allowance

· 13th month salary

· SSNIT contributions

· Medical and dental cover

· Group Personal Accident cover

· Time off in lieu (TOIL)

· Annual leave

· Sick leave

· Parental leave (maternal and paternal)

· 2 weeks Christmas and New Year break

· Professional development initiatives