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Operations Officer


Vacant post: Operations Officer
Location: East legon – Adjiringanor
Application deadline: 10th March 2018
Type of contract: Consultant
Gender: Male
Language required: English & French
Duration: 1 year renewable


  1. Background of the Organization:

The Society for AIDS in Africa (SAA) was established in Kinshasa in October 1990 during the 5th International Conference on AIDS and Associated Cancers in Africa, a precursor to the International Conference on AIDS and STIs in Africa (ICASA). The formation of the SAA with the support of the World Health Organization (W.H.O) brought to an end the practice of holding International Conference on AIDS in Africa outside the African continent. At the same time, it empowered Africans to address and respond to the challenges posed by HIV and AIDS on the continent. The SAA envisions an HIV free Africa with capacity to confront HIV and AIDS and its consequences as well as related diseases (such as Tuberculosis and Malaria). The Society also promotes positive environment and research on HIV and related diseases. The SAA is governed by an Executive Council drawn from South, North, East, West and Central Africa. SAA partners and collaborates with AFRICASO, Society for Women against AIDS in Africa (SWAA), NAP+, the Network of Youths in Africa and it enjoys the support of the UN-System, as well as various International organizations, including the International AIDS Society (IAS). SAA is the custodian of ICASA

This position is located at East-legon, Adjiringanor plot 58 container behind NHTC (SAA) Permanent secretariat Accra. Working under direct supervision of the Head of Admins & Finance, the incumbent will assist in the general operations and execution of the SAA Permanent Secretariat activities, the candidate should be willing to travel.

Duties and Responsibilities

The incumbent will carry out the following tasks:

  1. Report daily tasks and duties of all genitor
  2. Manage logistic of SAA secretariat
  3. Ensure organization policies align with and advance business objectives
  4. Conduct frequent performance reviews of drivers, securities and genitors
  5. Ensure compliance with best business practices throughout organization
  6. Implement improved operational measures and policies that promotes efficiency
  7. Analyze, track and maintain office vehicle
  8. Coordinate purchase of all office items and supplies
  9. Ensure compliance in procurement process
  10. Monitor, maintain good inventory and record keeping system
  11. Maintain positive client and vendor relationships
  12. Develop and implement human resources best practices
  13. Advise and manage arrangements for shipment and receipt of office and Secretariat supplies and equipment and household effects; including customs clearance.



  • knowledge of database administration;
  • Demonstrable commitment to the values of the SAA, particularly integrity in daily activities and behaviors; demonstrated professional competence and mastery of administrative processes;
  • Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
  • Ability to map out potential risks and make contingencies, as required.
  • Shows pride in work and achievements;
  • Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
  • Motivated by professional rather than personal concerns;
  • Shows persistence when faced with difficult problems or challenges.
  • Accountability:
  • Takes ownership of responsibilities and honors commitments;
  • Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
  • Operates in compliance with organizational regulations and rules;
  • Takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
  • Teamwork:
  • Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  • Works collaboratively with colleagues within and outside of SAA to achieve organizational goals;
  • Solicits input by genuinely valuing others’ ideas and expertise;
  • Is willing to learn from others; places team agenda before personal agenda;
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • Planning & Organizing: pickup of guest and staff
  • Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines;
  • Knowledge on how to develop clear goals that are consistent with agreed strategies;
  • Foreseen risks and allows for contingencies when planning;
  • Monitors and adjusts plans and projects as necessary; uses time efficiently.


Required Skills and Experience


  • Tertiary Education with specialized certification in Personnel Administration, Accounting and Finance (level of education has been stated as secondary school but these specialized certification are taught in the tertiary levels such as universities, polytechnics as well as institutes of banking, finance and public administration), any first degree in social science is also considered.


  • A minimum of 3 years of progressively responsible professional experience in administrative assistance of project implementation and management preferably in a civil service, NGO, or international organization environment. Computer literacy, specifically advanced skills in MS Office Suite.


  • English and French are the working languages of the SAA. For the post advertised, fluency in English (both oral and written) is required

Society for AIDS in Africa is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.


Society for AIDS in Africa (SAA)
P.O BOX AF 2072
TEL: +233303936815 /+233265985725
Email: info@saafrica.org


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