Job Summary
The Administrative Associate, Front Office and Stores will be responsible for managing the front office, stores, and physical inventory and fleet. S/He will perform a variety of routine administrative tasks and office support duties including initiating and following up of various requests for logistics support and procurements, answering phone calls and distributing mail. This position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/referring/assisting others, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing and reconciling information or financial data, records management, review and processing.
Accountabilities:
Supports program staff in preparing procurement requests for EpiC and STRIDES in-country procurements.
Assists with consultant hiring, including maintaining a database for all consultant documents, ensuring that the documents received are correct, and payments are made to all in-country consultants.
Ensures that vehicles and assets are properly insured and licensed, and repair, replacement and disposal of all office supplies, utilities, equipment, and assets are done according to approved procedures.
Works with and supervise office premises landlord, out-sourced security and cleaning services to ensure that office premises are maintained in pristine conditions, outsourced services are delivered as per respective contracts and respective invoices are submitted and processed promptly.
Ensure that communications are promptly and accurately dispatched.
Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
Responds to staff requests for administrative support as needed.
Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
Communicates with both internal and external personnel as required.
Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
Assists the HR Officer to schedule and organize complex activities such as staff meetings, internal workshops, travel, conferences, and department activities for members of the department.
Acts as a liaison with other departments and outside agencies, including senior/executive management.
Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
Prepares agendas, notices, minutes, and resolutions for corporate meetings.
Assist with coordination of meetings, facilities planning and logistics required.
Takes notes at meetings and distribute to appropriate staff.
Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
Coordinates set-up, invoicing, and payment for third party suppliers and outside vendors.
Maintains various databases and spreadsheet files as requested by management.
Assigns work/task responsibilities for projects as directed by management.
Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
Maintains of library and classification and filing of new items.
Carry out any other administrative duties as may be assigned
Applied Knowledge & Skills:
Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
In-depth understanding of software used to perform day-to-day functions.
Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
Utilizes program specific terminology.
Problem Solving & Impact:
Resolves and/or develops recommendations for issues and problems having broad impact.
Problem resolution may require some analysis of policy and procedures.
Serves as a resource to others in resolving non-standard issues and problems.
Supervision Given/Received:
Limited supervision.
May coordinate workload with other support staff across department(s).
No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.
Education: **
Associates Degree or International Equivalent in Business Administration or Related Field from a recognized University.
Bachelorโs Degree preferred.
Experience: **
Typically requires a minimum of 3+ years of office administration and management experience relevant experience.
Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
Experience working on USG-funded projects preferred.
Ability to maintain a variety of records, such as inventories of supplies and materials; prepare correspondence, forms, and reports.
Ability to provide excellent administrative and customer service duties, including telephone coverage, ordering office supplies, maintaining office equipment.
Excellent interpersonal and communication skills including courteousness, tactful, and clear oral and written communications.
Proven ability to work independently and be self-motivated; also work cooperatively and effectively with other Divisions, Departments/Country Offices, and all stakeholders.
Strong organizational and time management skills; ability to prioritize tasks and adjust as needed.
Ability to simultaneously support a team of professionals.
Computer literacy in MS Office applications including Word, Excel, Power Point, Outlook, SharePoint/Teams.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift/move up to 5 lbs.
Technology to be Used:
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Ability to travel domestically less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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