Program and Administrative Associate
The Program and Administrative Associate supports smooth office and program operations by overseeing the reception, answering calls, providing administrative, logistical, and travel support, managing communications, inventory, and office facilities, and program-related activities. The role ensures compliance with FHI 360 policies while facilitating efficient implementation of projects and events.
KEY RESPONSIBILITIES
- Manage the reception function, greeting visitors, answering calls, and directing inquiries appropriately.
- Oversee office communications, including telephone, fax, and mail (incoming/outgoing), maintaining logs as per office procedures.
- Prepare Procurement Requisitions and Purchase Orders to obtain necessary signatures and approvals ensuring adherence to FHI 360 Nepal procurement policy.
- Process Expense Authorizations (EA) for staff and visitors, arrange travel (hotels, airline tickets, vehicle rentals), and maintain travel records in accordance with FHI 360 travel policy.
- Support logistics and administrative arrangements for internal and external meetings, workshops, trainings, and events, including liaising with external organizations and FHI 360 staff.
- Maintain and update project and office inventories, including preparation of donor-required reports.
- Prepare duty rosters and coordinate driver and security assignments for normal and off hours as required.
- Liaise with external organizations to arrange meetings, workshops and other events as appropriate.
- Provide ongoing support for office building operations, including electricity, water, communications, and maintenance of equipment and furniture.
- Maintain accurate logs, matrices, and reports related to travel, events, proposals, and project activities.
- Perform other administrative, logistics, or project support duties as assigned Supervisor and Country Representative.
REQUIREMENTS
- Bachelor's degree in business administration or social sciences or any relevant field with one year of relevant work experience or Intermediate degree with three to five years of relevant work experience.
- Experience in planning, coordination, communication, and collaboration with multiple teams, scheduling, and executing office- and program-related activities and events.
- Experience in working effectively across various teams within the project and organization, and building and sustaining positive working relationships with NGOs, private sectors, government and other stakeholders.
- Ability to manage office operations, including reception, calls, mail, and general administrative support, ensuring smooth day-to-day functioning.
- Experience in coordinating travel, logistics, and event arrangements, including workshops, meetings, and training.
- Strong attention to detail with the ability to maintain accurate records, track data, and assist in reporting for program and administrative activities.
- Proactive in managing multiple tasks, managing and working in the virtual work environment, and flexible and open to managing time working with different teams in different time zones as needed.
- Excellent interpersonal, organizational, communication, coordination and collaboration, team building and management, and problem-solving skills.
- Experience using Microsoft Office tools (Word, Excel, PowerPoint, Teams, Outlook, SharePoint, etc.) an advantage.
- Excellent oral and written English and Nepali including documentation skills.
Applications are limited to Nepali citizens who meet the eligibility criteria.
Final Deadline for application is February 2, 2026
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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