MARY TEGAH
Community 25, Tema,Greater Accr
Summary
Detail-oriented and customer centric professional with expertise in business administration and a strong focus on workplace diversity awareness. Expert in managing an office and teams. Skilled in planning and organising events, facilitating employee engagement programmes and an expert in international travels. Proficient in expense processing, procurement processes and maintaining comprehensive office records. Adept at multitasking, decision-making, problem-solving and fostering teamwork to drive organisational success. Good oral and written communication and interpersonal skills and proficient in Microsoft office suite.
Overview
14
14
years of professional experience
6
6
years of post-secondary education
Work history
Human Resources Assistant/Training Coordinator
USAID, West Africa Regional Mission
Cantonment, Accra, Greater Accra Region
02.2024 - Current
- Responsible for the full range of mission-wide training activities for both United States Agency for International Development (USAID) employees and regional participants from other missions. Serve as a key resource to all Mission staff on training related matters. These include informing and advising employees and supervisors on available training opportunities in and out of country, coordinating all logistical arrangements for mission wide and regional group trainings.
- Coordinate training committee and mission-wide large meetings, roundtables, conferences, retreats, workshops, webinars and brown bags by making logistical arrangements, calendar scheduling procurement actions to secure venues and materials.
- Coordinate all logistical arrangements related to training events (booking training rooms, catering services, hotels, transportation, materials etc.) and provide site co-ordination and/or facilitation when necessary.
- Coordinate all travel arrangements (approvals, E-Country Clearances, visas, flight booking, travel authorization in the E2 system, funding of travel etc.) for visiting vendors, temporary duty (TDY) staff, AID/Washington DC high level personnel, presenters and instructors of training programs, and regional participants within USAID world-wide.
- Arrange for timely delivery of training material, equipment, and supplies for office, trainings and events.
- Support the West Africa Mission Training Committee, Technical Offices, and Bureaus by administering the training database to provide program records, reports and information needed for decision making.
- Organize periodic Committee meetings to ensure Training Plans and Budget are well managed and monitored.
- Compile participant lists for monitoring attendance and for future references on employee completed courses, and communicate course related information to participants in a timely manner.
- Provide guidance, review and process employee training applications. Advise staff on the selection of appropriate training forms and relevant information needed from applicants. Monitor their application processes to ensure timely completion of all necessary paperwork and procedures.
- Coordinate the USAID University on-line training opportunities for mission staff, Learning Management System (LMS) registration and all other US Government training opportunities such as trainings hosted by the Department of State through Foreign Service Institute (FSI). Manage the LMS system by uploading training and events, markets these events and ensure participants enrollments. Ensure Continuous Learning Points (CLPs) are awarded through the filling and submission of appropriate forms.
- Coordinate the USAID Language Training Program at the Mission. Review instructor grouping and scheduling of participants based on level and training requirements. Monitor instructor performance and attendance. Review instructor’s vouchers for supervisor’s approval and process payment. Prepare announcements, schedule and provide logistical arrangements for French and/or local language classes.
- Organize and coordinate the orientation of new local employees and foreign service officers arrivals at the Mission in Accra and Client Missions (Benin, Cote D'Ivoire, Cameroon and Togo)
- Develop and coordinate employee mentoring program for all new hires, working closely with employee, supervisor and mentor and serves as Office of Human Capital and Talent Management (HCTM’s) Point Of Contact for all mentoring related issues at the West Africa Mission.
- Provide guidance to employees on training policies and regulations and training-related resources available to address individual training needs.
- Coordinate the Mission awards program for USAID employees including the bi-annual joint mission awards program for USAID nominations, on-the-spot awards throughout the year and special awards that must be submitted to Washington DC for approval. I ensure that nominating officials are advised of award decisions and work with the Finance office to process payment of approved cash awards.
- Develop lists of employees eligible for Length of Service and Safe Driving Awards and prepare award certificates for Mission staff. I Works closely with Embassy HR on logistical arrangements for Mission award ceremonies.
- Process incentive award nominations through the USAID internal committee and the Embassy Joint Country Awards Committee and maintains related logs, and send notifications on actions taken.
Administrative Assistant
USAID/West Africa Regional Mission
Cantonment, Accra, Greater Accra Region
03.2017 - 02.2024
- Coordinate all administrative functions of the office, maintain Ghana and West Africa Regional Mission Directors' calendars and support other offices leaders and their team. (Economic Growth Office, Regional Health Office, Program Offices, Peace and Governance Office, Finance Office and the Acquisition and Assistance office)
- Serve as the first point of Contact in the Missions Front Offices, receives documents routed for clearances, review for completeness and log to track documents approval.
- Prepare and process Mission Directors, Office Chiefs and staff members travel authorizations and vouchers in conformity with the E-2 system, ensure office travelers have visas and flight tickets necessary for travel and submit and amend electronic country clearances (eCC) requests for travels to other countries. I process various types of travels such as Rest and Recuperation, Home Leave, Entitlements travels, Medical Evacuation, Temporary Duty, training and other forms of travels as necessary.
- Oversee implementation of an effective and efficient tracking System for the maintenance and retrieval of all official office files both paper and electronic in accordance with office needs and mission policy.
- Draft, review and edit outgoing correspondence for format; manage leave requests and time and attendance records for all office staff. Maintain training plan and provide administrative coverage to other offices in the absence of their administrative assistants.
- Provide support to the various Executive Office units (Procurement, Human Resources, Shipping, General Services Unit and Travel unit). De-obligating funds, incremental funding, de-committing funds and putting new requisitions in the Global Acquisition and Assistance System (GLAAS), conduct closeout of simplified acquisition procedure awards, conduct market research, vendor evaluation and handle petty cash, make logistical arrangements for trainings, issue VRPOs for Implementing Partners, prepare and submit tax exemptions to VAT office and process Ghanaian visas for foreign staff.
- Support the implementation of office programs and projects ensuring that program and administrative support needs are met. Make arrangements and participate in project management activities. Coordinate meetings (internal & external), communicate with key counterparts, Implementing Partners and Government of Ghana agencies.
- Process essential forms for training (SF182), voucher payments (SF 1034), procurement request forms, visa application forms, visa support letters, and visa on arrival letters.
- Submit requests for work orders through office systems for employees’ residences and offices for repairs, maintenance, deliveries, supplies, IT needs, visitor access to the Embassy etc.
- Provide orientation and training to new Administrative Assistants in the Region.
- Manages the USAID/West Africa rented appartment at the Fiesta Residence and keep track of occupancy and availability. Prepare justification for renewal at the end of every contract year.
- On-boarding new staff by assisting to complete all HR required forms and providing.
Finance and Administrative Officer
Ghana National Cleaner Production Center (GNCPC)
Tema, Greater Accra Region
09.2015 - 03.2017
- Served as the Point of Contact for the center worked in a team to implement UNEP/UNOPS sponsored projects on E-Wastes, Switch Africa Green, and Biogas as a grantee.
- Responsible for preparing projects financial and narrative reports which included, Quarterly, Interim, Biannual and Annual reports as well as work plan for subsequent periods.
- Responsible for organizing the full range of logistics and travel arrangements for workshops, meetings, conferences and trainings for project beneficiaries and stakeholders and orientation for the Centre’s new employees.
- Managed the office utilities and day to day operations.
- Assisted to execute the ‘Operationalization of Green Economy in Africa project also sponsored by the European Union (EU) and implemented by the Environmental Protection Agency, Ghana.
- Responsible for coordinating all administrative activities of the projects and the Centre.
- Kept projects and the organization’s financial records and handles imprest/petty cash as well of vouchers and reconciliations.
- Procured the office and projects goods and services following the sponsor’s (United Nations Environment Programme-UNEP’s policy and formats.
Administrative Assistant
Environmental Protection Agency (EPA)
Accra, Greater Accra Region
09.2011 - 08.2015
- Organized training workshops on Chemical Safety for landlocked countries (Burkina Faso, Niger and Mali) making logistical and travel arrangements for all participants and trainers.
- Managed the office Director's calendar and made travel arrangements for all unit staff official trips.
- Responsible for all administrative duties of the Manufacturing Industries Dept. of the Environmental Protection Agency.
- Assisted in the implementation of the UNEP-ICCA project on ‘Promoting Chemical Safety Management in the African Region’ in collaboration with the Ghana Ports and Harbors Authority in 2012 and 2014.
- Assisted in the implementation of the UNEP project in Promoting Resource Efficiency in Small and Medium Enterprises (Pre – SME) and Field Assessment in selected manufacturing industries.
- Organized the training workshop on Chemical Safety for landlocked countries (Burkina Faso, Niger and Mali).
Education
Master of Science - Logistics and Supply Chain Management
Kwame Nkrumah University of Science and Technology
Kumasi, Ghana 01.2022 - 11.2023
Bachelor of Science - Business Administration (Accounting)
Ghana Technology University College
Accra, Ghana 09.2013 - 07.2015
Higher National Diploma - Secretaryship and Management Studies
Accra Polytechnic
Accra, Ghana 09.2008 - 05.2011
Skills
- Workplace diversity awareness
- Organisation of staff events
- Team player
- Multitasking
- Business administration
- Staff education and training
- Expense processing
- New hire orientation
- Employee engagement programmes
- Employee record-keeping
- Maintaining files
- Teamwork
- Decision making abilities
- Accurate minute-keeping
Languages
English
Fluent
Affiliations
- My hobbies are cooking, gardening and singing. I also love to tell stories
Accomplishments
- On-The-Spot Award, November 2022: “For outstanding support of the USAID/Ghana Front Office for a period of one-month during a significant transition.”
- On-The-Spot Award, July 2022: “For exhibiting outstanding teamwork, resourcefulness, and flexibility in coordinating PREEMPT training, which enhances security protection for staff in the West Africa Region”
- On-The-Spot Award, April 2022: “For your leadership in putting together RHO’s ParlerHealth quarterly newsletter, demonstrating your superb wiliness to learn and your excellent initiative and teamwork skills.
- On-The-Spot Award, September 2021: “For exemplary and committed customer service, above and beyond the work requirements”
- Eagle Award, July 2021: “For expedient and thorough processing of hardcopy files into ASIST”
- On-The-Spot Award, April 2021: “To our stellar team of Administrative Professionals, without whom we could not have navigated this challenging, virtual pandemic year. Without you, we’d be lost!”
- On-The-Spot Award, October 2020: “For teamwork and dedication to awarding all OE-funded contracts and PSCs for EOY2020, despite an extraordinarily challenging operating environment”
- Eagle Award, December 2019: “For outstanding performance and teamwork in supporting the Regional Peace and Governance Office”
- Franklin Award, December 2018: “In recognition of outstanding contribution to the organization and coordination of USAID Administrator (AAID) Mark Green’s first visit to Ghana”
- On-The-Spot Award, June 2018: “In recognition of exceptional performance in providing temporary administrative assistance to various offices within the Ghana and West Africa Missions
- On-The-Spot Award, January 2018: “For superior performance in procurement tracking and records management on behalf of the Regional Executive Office”
Timeline
Human Resources Assistant/Training Coordinator
USAID, West Africa Regional Mission
02.2024 - Current
Master of Science - Logistics and Supply Chain Management
Kwame Nkrumah University of Science and Technology
01.2022 - 11.2023
Administrative Assistant
USAID/West Africa Regional Mission
03.2017 - 02.2024
Finance and Administrative Officer
Ghana National Cleaner Production Center (GNCPC)
09.2015 - 03.2017
Bachelor of Science - Business Administration (Accounting)
Ghana Technology University College
09.2013 - 07.2015
Administrative Assistant
Environmental Protection Agency (EPA)
09.2011 - 08.2015
Higher National Diploma - Secretaryship and Management Studies
Accra Polytechnic
09.2008 - 05.2011
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