JOB DESCRIPTION:
Qualified candidates are encouraged to apply for the position of Project Secretary at Winamp Health Research Centre, located in the Winamp North Municipality of the Bono-East Region.
Brief Job Description
The individual will serve as the primary point of contact, ensuring seamless internal and external communication. Key responsibilities include managing incoming and outgoing phone calls, coordinating meeting schedules, and providing essential administrative support to colleagues.
The position is classified as a full-time contractual role, offering consistent and dedicated engagement throughout the duration of the assignment.
• The position is offered for a one-year term, with the possibility of renewal.
The position entails managing front desk operations, including greeting visitors, directing calls, and handling administrative tasks to ensure smooth office functionality. Responsibilities encompass scheduling appointments, maintaining visitor logs, and providing exceptional customer service to clients and stakeholders. Additionally, the role requires proficiency in office software, strong organizational skills, and the ability to multitask in a fast-paced environment. Prior experience in a similar role is preferred, along with excellent communication and interpersonal abilities. The ideal candidate will contribute to a professional and welcoming atmosphere while supporting daily office activities efficiently.
Respond to inquiries received through telephone and electronic mail communications with professionalism and efficiency. Handle incoming calls and emails promptly, ensuring accurate information is provided to customers or stakeholders. Maintain clear, concise, and courteous correspondence while resolving queries or directing them to the appropriate department when necessary.
Responsible for managing and organizing a comprehensive record-keeping system encompassing files, contacts, and the employee directory.
Prepare correspondence, reports, memoranda, and meeting minutes, among other documentation, as required.
Responsibilities include managing office equipment and supplies, as well as processing requisitions to ensure inventory levels are maintained.
• Provide support to team members by managing and organizing schedules, appointments, and day-to-day operational duties.
Responsibilities include efficiently managing and disseminating correspondence, memos, and other communications to ensure timely delivery and accessibility for all relevant stakeholders.
Responsible for the organization, accuracy, and upkeep of all departmental files and records, ensuring they are current, accessible, and compliant with relevant regulations.
• Provide support in the preparation and delivery of presentations and reports.
Organize conference calls and document key points and action items during meetings.
Handle various administrative duties, such as organizing documents and duplicating materials through photocopying.
Execute any additional tasks as directed by KHRC.
Demonstrated proficiency in [specific skills] is essential for this role, along with a strong foundation in [related competencies]. Candidates must exhibit exceptional attention to detail while maintaining efficiency in executing tasks. Prior experience with [relevant tools or methodologies] is highly advantageous. The ideal applicant will possess robust problem-solving abilities and the capacity to work both independently and collaboratively within a team setting. Familiarity with industry standards and best practices is required to ensure adherence to established protocols.
• Hold a Bachelor’s degree in Secretaryship and Management Studies from an accredited and recognized institution.
With a minimum of three years of clerical experience, the ideal candidate will demonstrate proficiency in administrative tasks and organizational support.
Demonstrates proficiency in commonly used software applications, including those within the Microsoft Suite.
Demonstrates a strong capacity to function autonomously and complete tasks without constant supervision.
Maintained a polished and professional demeanor at all times, ensuring interactions with colleagues and stakeholders reflected high standards of organization and professionalism.
• Demonstrates outstanding proficiency in both written and verbal communication.
Skilled in organizing and efficiently managing calendars, ensuring all activities are prioritized and maintained effectively.
• Demonstrates strong collaboration and interpersonal abilities, thriving in group settings and fostering positive working relationships with colleagues at all levels.
• Actively contributes to team objectives, ensuring alignment and synergy to achieve shared goals efficiently and effectively.
• Communicates openly and respectfully, valuing diverse perspectives while maintaining a constructive and solution-oriented approach to challenges.
• Builds trust and rapport within the team, encouraging mutual support and accountability to enhance collective performance and productivity.
Attention to detail is essential for this role. You will be responsible for ensuring accuracy in all tasks and deliverables, meticulously reviewing information to identify and correct any discrepancies. Strong focus and precision are required to maintain high standards and prevent errors. Your ability to catch even the smallest inconsistencies will directly contribute to the quality and reliability of our work.
Confidence in one’s abilities is essential.
Demonstrated ability to prioritize tasks, meet deadlines, and maintain efficiency in fast-paced environments.
Demonstrates a proactive mindset and exercises sound judgment by taking initiative when appropriate.
• Strong capacity for handling multiple priorities and adhering to deadlines with efficiency.
We welcome applications from qualified candidates who meet the specified criteria. Interested individuals should submit their materials in accordance with the outlined application procedure. Please ensure all required documents and information are provided to facilitate a smooth review process.
To submit your application, please follow the specified process. Ensure your resume and cover letter clearly highlight your qualifications and relevant experience. Include any required documentation or portfolio samples as outlined in the job posting. Submit your materials before the stated deadline to be considered for the position. If you have any questions, contact the hiring manager or HR representative for clarification.
Applicants are required to submit a single attachment containing their complete Curriculum Vitae, Cover Letter, and relevant certificates in either MS Word or PDF format, demonstrating their qualifications for the position between June 1, 2026, and June 12, 2026. Applications must be submitted via the designated portal at https://kintampo-hrc.org/khrc_employment/. Only shortlisted candidates will receive further communication. To ensure prompt contact, applicants must include their functional email addresses and mobile phone numbers in the application letter, along with two professional referees, including their email addresses and telephone numbers.
Qualifications
BA
Experience Required
3 years
