Office Manager, Ghana

Focus of the Role

TBI is growing its presence in Ghana and to suppor that growth, TBI is looking to recruit a strong Office Manager to provide effective and efficient support to the TBI teams in Ghana and to ensure smooth administrative and operational delivery. 

The role will include administrative, logistical, event planning and security support to the TBI management in Accra and other staff members. The role reports in to the Africa Security and Operations lead, with matrix in-country reporting to the Country Head and the project leaders. You’ll deliver excellent logistical, operational and administrative support to our people and work closely with our teams on the ground.

Key Responsibilities

Operational and Administrative Support

• Support in the set up of a new office location in Accra and perform related duties as reasonably required to complete this within the timelines provided
• Management of supplier contracts, such as office space, fleet management services and drivers, utilities and houses.
• Ensure all suppliers have undergone due diligence checks, via the London Legal and Compliance team
• Ensure team members in-country have the correct and in-date visa / work permits
• Office and accommodation maintenance
• Find appropriate housing for relocated staff and support maintenance of TBI managed properties
• Control of office stationery and other office consumables
• Support new starter requirements: securing local sim cards prior to their arrival, business card request, pre-arrival welcome information
• Liaise with TBI central services teams in London, to coordinate tasks such as the shipment of IT equipment, due diligence checks and signing of contracts
• Act as the main contact for key suppliers and service providers to the project team
• Work with custom agents to ensure all imported IT equipment is cleared on time for successful project delivery

Finance

• Support the financial management in-country including management of petty cash, invoice payments; monitoring budget expenditures and maintaining the TBI monthly finance tracker

Events

• Support TBI internal and external logistics on meetings and events and travel coordination
• Support the preparation of leadership events and trips in Ghana
• Facilitate TBI staff visiting the country Inc. providing pre-arrival security and logistics information and visa support

Security

• Carry out security lead duties required in country and support all security tasks required by the Africa Operations and Security lead. Including but not limited to, security plans and SOP completion, travel risk assessments, incident reporting and tracking
• Manage the TBI Satellite phones, ensuring they are always operational
• Maintain fully stocked First Aid kits in all project vehicles and office space
• Ensure all staff contact details and emergency information and contact person are up to date

Person Specification

This is a role in a fast paced office, working across multiple teams and areas of operations. Therefore the successful candidate for the role should be able to display the majority of the following:

• At least three years of experience in administrative or operational work; experience in project administrative and financial management or related work is an advantage
• Completion of at least secondary education or equivalent practical experience. Specific training in a field relevant to project management, finance, logistics, administration, accounting or related will be an asset
• Previous experience of managing a large team office
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of spreadsheet and database packages, experience in handling web-based systems
• Excellent organisational and planning skills, with a problem solving apporach
• Excellent time-management and prioritisation skills
• Comfortable managing multiple demands across different teams
• Collaboration with colleagues and perform other duties as reasonably required to achieve the goals of the teams on the ground and TBI
• Excellent written and verbal communication skills and attention to detail
• Good interpersonal skills; ability to establish and maintain contacts with suppliers and partners related to TBIs work
• An ability to handle financial records and expenses
• Self-direction and be able to work without supervision
• An ability to work well in a fast-paced environment
• Fluent in English

        Please note that this role will sometimes require evening and weekend working

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit organisation. We exist to equip political leaders and governments to build open, inclusive and prosperous societies. We work hard, every day, to make a difference. When governments work well they are able to create economic and social change in a way that promotes fairness, social justice and opportunity. We work relentlessly to support leader and governments with the challenges they face. Giving them practical solutions and actionable insights, that once implemented, can be transformative for their people  

We do this within two connected divisions: 

 Government Advisory 

Our Advisory Practice works directly with political leaders and governments around the world to implement reforms that improve the lives of their citizens. It has both non-profit partners and a client base and its outputs cover a range of disciplines and projects across countries in Africa, the Middle East, Eastern Europe and South Asia. We are currently in a rapid expansion phase from c. 18 countries at present, to 30 by December 2022.

 Policy Futures 

Our Policy Futures work encompasses three broad areas: 

• Renewing the Centre: developing a bold and innovative domestic policy programme to help renew the centre ground of British politics; 
• Tech and Public Policy: exploring the policy challenges and opportunities presented by the technological revolution; and 
• Extremism Policy Unit: creating solutions designed to tackle the threat of extremist ideologies in the UK and around the world. 

As an organisation, the core beliefs we all embrace are: 

• Open and Progressive: you’ll believe in the value of teamwork 
• Bold and Pragmatic: you’ll approach everything you do with integrity and authenticity 
• Optimistic Changemaker: you’ll be focused on results 

TBI believes embracing diversity and inclusion make us a better place to work.  It’s our goal to reflect everyone in society and we actively welcome applications from individuals and groups who are under-represented in the workplace. We celebrate difference be it ethnicity, religion, age, gender or gender identity, sexual orientation or disability. We will only ever assess you on your abilities and fit for a role. We’re happy to discuss any adjustments you need to ensure a level playing field during recruitment and, if you\'re successful, discuss any adjustments you might need to thrive in your role.