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 in 1980, FHI 360 operates in more than 60 countries and has a workforce of over 4,000 employees. The organization focuses on various sectors including health, education, economic development, and social justice, aiming to create a positive impact on communities worldwide.

Job Overview:
The Administrative Support position is designed to provide essential administrative assistance on core projects and technical operations. This role involves coordinating meetings, making travel arrangements, and processing expense reports, which are crucial for the smooth execution of project and technical initiatives. The individual in this position will assist in monitoring progress towards objectives and deadlines, ensuring that results are reported to the appropriate staff members. Effective communication with colleagues and staff is a key expectation, as the role requires extensive interaction with various stakeholders. The Administrative Support will also be responsible for maintaining organized project files and supporting logistical arrangements for events and workshops, thereby contributing to the overall success of the projects.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support include providing comprehensive administrative support such as calendar management, scheduling, and expense management. The individual will attend project meetings, prepare notes and memos, and plan for project-related meetings by booking conference rooms and ordering catering. They will support logistical arrangements for events, including invitations and procurement of materials. Additionally, the role involves maintaining electronic files, compiling communication materials, and ensuring that project reports are distributed timely. The Administrative Support will assist in travel activities for staff and consultants, prepare expense authorizations, and maintain a distribution list for project reports. They will also provide technical support in data collection and analysis, assist in the development of project tools and materials, and support business development efforts by assisting with proposal recruitment and document formatting.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to communicate effectively in both written and verbal forms. Proficiency in Microsoft Office Suite is essential, along with a basic understanding of project design concepts and practices. The role requires the ability to problem-solve and recommend corrective actions as necessary. Candidates should demonstrate a professional demeanor and the ability to articulate ideas clearly to clients and staff. The ability to work independently and as part of a team is also crucial, as is the capacity to manage multiple tasks efficiently.

Educational Background:
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 is required for this position. This educational background provides the foundational knowledge necessary for the administrative support role.

Experience:
Typically, candidates should have 0 to 2 years of relevant administrative experience, particularly in supporting projects or technical practice areas. Experience in a non-governmental organization (NGO) is preferred, as it provides insight into the operational dynamics of such organizations. Familiarity with Microsoft Office Suite is also advantageous, as it is commonly used in administrative tasks.

Languages:
Fluency in English is mandatory, as the role requires reading, writing, and speaking in English. Additionally, fluency in the host country language is preferred, which will facilitate better communication with local stakeholders and enhance the effectiveness of the administrative support provided.

Additional Notes:
This position does not have supervisory responsibilities and typically reports to a Manager. The role is expected to operate in a typical office environment, with less than 10% travel required. The job posting emphasizes FHI 360's commitment to equal opportunity and affirmative action, ensuring a non-discriminatory hiring process. The organization also prioritizes safeguarding against abuse and exploitation, requiring all personnel to adhere to a code of conduct. FHI 360 offers a competitive benefits package and supports professional development, promoting a healthy work/life balance.