Administrative Support

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Established with a mission to address interrelated development challenges, FHI 360 employs experts across various fields including health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology. The organization operates in over 70 countries, including all 50 U.S. states and territories, and is committed to humanitarian responses, particularly in regions affected by conflict, such as Tigray, Amhara, Afar, and Somali Regions in Ethiopia. FHI 360 aims to expand its humanitarian efforts in the Amhara Region, specifically in Sekota, to assist the conflict-affected population.

Job Overview:
The Administrative Support position at FHI 360 is designed to provide comprehensive programmatic and operational support to various projects within the organization. The role encompasses a wide range of responsibilities, including administrative tasks such as calendar management, scheduling, and expense management. The successful candidate will be expected to attend project meetings, prepare notes and memos, and assist in logistical arrangements for events and workshops. This position requires a proactive approach to managing communications and maintaining project files, ensuring that all documentation is organized and accessible. The role also involves supporting travel activities for staff and consultants, assisting in report preparation, and providing technical support for data collection and analysis. The Administrative Support role is crucial for ensuring that project operations run smoothly and efficiently, contributing to the overall success of FHI 360's initiatives.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Providing administrative support such as calendar management, scheduling meetings, and managing expenses.
• Attending project meetings and preparing pre-meeting and post-meeting notes and memos.
• Planning project-related meetings, including booking conference rooms, ordering catering, and preparing materials.
• Supporting logistical arrangements for events, conferences, and workshops, including invitations and procurement of materials.
• Maintaining filing systems for sub-award documents and project files.
• Supporting travel activities for staff and consultants, including preparation of expense authorizations and travel expense reporting.
• Assisting in the collection of information for reports and maintaining distribution lists for project reports.
• Providing technical support in data collection, review, and basic analysis.
• Assisting in the development and dissemination of tools, materials, and reports for projects. 1
• Supporting business development efforts, including proposal recruitment and document formatting. 1
• Ensuring compliance with project deadlines and maintaining effective communication with team members.

Required Qualifications:
The required qualifications for the Administrative Support position include:

• An Associate Degree or its International Equivalent in fields such as Civil Society, Communication and Social Marketing, Economic Development, Education, Environment, Gender, Health, Nutrition, Research, Technology, Youth, or a related field.
• A minimum of 0 - 2 years of relevant administrative experience supporting projects or technical practice areas.
• Prior experience in a non-governmental organization (NGO) is preferred.
• Proficiency in Microsoft Office Suite is preferred.
• Strong organizational skills and attention to detail are essential for adhering to project deadlines.
• Excellent oral and written communication skills are required, with the ability to articulate information clearly and professionally.

Educational Background:
The educational background required for this position includes an Associate Degree or its equivalent in relevant fields such as Civil Society, Communication and Social Marketing, Economic Development, Education, Environment, Gender, Health, Nutrition, Research, Technology, Youth, or a related field. This educational foundation is essential for understanding the complexities of the projects and the administrative support required.

Experience:
The position typically requires 0 - 2 years of relevant administrative experience. Candidates with prior experience in a non-governmental organization (NGO) will be preferred, as this background provides valuable insights into the operational and administrative needs of such organizations. Familiarity with project management and administrative support functions is crucial for success in this role.

Languages:
Fluency in English is mandatory, both written and spoken. Additionally, fluency in the host country language is preferred, as it facilitates communication with local stakeholders and enhances the effectiveness of project implementation. Candidates who possess additional language skills may have an advantage in this role.

Additional Notes:
This position is based in Ethiopia and does not specify a contract duration or seniority level. It is important to note that FHI 360 is an equal opportunity and affirmative action employer, committed to preventing any form of discrimination in its hiring practices. The organization emphasizes safeguarding and requires all personnel to adhere to a code of conduct. The role may involve less than 10% travel, and candidates should be prepared for typical office environment demands, including the ability to work on a computer for extended periods. FHI 360 offers a competitive benefits package and promotes a healthy work/life balance.