Office & Personnel Manager (OPM) by MainOne

• Ensure that office policies are properly communicated to all staff.
• Organise office layout, maintain office equipment and arrange for necessary repairs.
• Design filing systems, as well as, procedures for maintaining records and ensure all systems are up to date.
• Oversee the procurement of and ensure adequate supply of office stationery, equipment and consumables.
• Develop and manage relationships with suppliers and vendors.
• Assign and regulate clerical and secretarial functions to support staff within the office.
• Manage the workload of support staff and other direct reports.
• Ensure that HSE policies are strictly adhered to and report incidents to the HSE coordinator, as soon as incidents occur, and on a periodic basis.
• Handle complaints and inquiries.
• Resolve disputes in the office.

• Responsible for the maintenance and repair of all company vehicles including the implementation of a preventive maintenance plan to guard against avoidable expense on vehicle repairs and maintenance.
• Keep records of vehicle repair and routine service and ensure vehicle are serviced as, and when due.
• Maintain a record/database of all fleet details, vehicle particulars/documents and maintenance records.
• Maintain an inventory system through recording of all expenditures of each vehicle, fuel purchase, repairs, supplies, etc.
• Perform weekly inspections and preventive checks on vehicles such as car fluids, lubrications, safety inspections, tyres, C-Caution etc.
• Check all repair works performed in automobile workshop for completeness. This includes physical inspections and road tests before vehicle is returned to user.
• Streamline and monitor fuel purchase system with assistance of fuel cards for all vehicles and drivers ensuring all purchases are in line with company policies

• Be the first point of contact for all travel requests in Ghana.
• Liaise with employees on itinerary requirements and forward to Travel Officer who will process all approved requests.
• Liaise with Travel Officer to process travel allowances and per diem for employees on approved official trips.
• Request booking arrangements from various travel agents or airlines with respective offers and liaise with external parties such as airlines regarding bookings and schedules.
• Organize protocol services for executive and expatriates on business trips.
• Supervise logistics arrangements for staff and work with the Fleet Officer on transportation arrangements for airport transfers.
• Stay in touch with the Travel/ Logistics Officer to supervise material movement and relocation of assets.

• Provide input on the organization structure/chart for the Ghana Office, as and when required.
• Provide input to the group manpower plan, as well as identify vacancies.
• Maintain and update the manpower plan, for the Ghana office, as required.
• Provide advise and support in the selection, recruitment and induction process for new hires into the Ghana Office - advertisements, testing, job descriptions, interviewing, recruitment reports.
• Maintain and update regularly an active and organized data bank of applicants for various positions.

• Ensure that new hires are properly onboarded including the provision of work tools on the first day of work.
• Ensure prompt payment and transfers for monthly employee remittances.
• Evaluate and manage the performance of direct reports, as well as, manage/coordinate the performance appraisal process and provide input into disciplining staff and the promotion exercise.
• Provide input on salary level and the working conditions of employees in the Ghana office.
• Provide inputs on training needs as well as devise training programs for employees.
• Provide training logistics support and where necessary conduct training.
• Prepare monthly workforce profile for the Ghana Office.
• Establish and maintain personnel records and applicants' records on an ongoing basis and ensure they are secure.
• Develop and implement an annual employee engagement plan specific to the Ghana Office

• Supervise the IT Assistant in the Ghana office in carrying out day-to-day IT responsibilities, including resolving IT related issues/queries.
• Work with the Group IT team to ensure adequate provision of IT services, equipment and work tools across Ghana Office Locations.

• Oversee the implementation of the petty cash management policy within the Ghana Office.
• Oversee the disbursement of payments to employees and all third parties.
• Record office expenditure and remit records to the Finance department.
• Raise PRs for non-technical related expenses for the Ghana Office.
• Prepare supporting documents for financial transactions

• Document policies/processes/procedures that are specific to Ghana for relevant functions
• Coordinate policies/processes/procedures documentation focus group meetings in Ghana.
• Review policies/processes/procedures, identifying and reporting improvement opportunities to management.
• Relate with the Certification Body on Integrated MS certifications matters.
• Drive closeout of IMS audit findings and process review recommendations in Ghana.
• Prepare weekly reporting on the status of Ghana IMS activities, audit findings and improvement opportunities.

• Bachelor's degree in a relevant field.
• At least seven (7) years of relevant experience.

• Business and operational knowledge
• Experience of Human Resource Management
• Basic book-keeping and accounting skills
• Strong Project Management skills
• Analytical and problem solving skills
• Strong oral and written communication skills
• Organisational, prioritisation and time management skills
• Excellent Customer Service Skills
• Proficiency in MS Office

• Ability and willingness to work long hours and meet tight deadlines
• Ability to work with minimal supervision
• Excellent team working ability to ensure smooth operation of the Ghana Office
• Constant awareness of sensitivity and confidentiality involved in function

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