Administrative Support

Job Posting Organization:
FHI 360 is a nonprofit human development organization that was established with the mission of improving lives in sustainable ways through integrated, locally driven solutions. The organization employs a diverse team of experts across various fields including health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology. This unique mix of capabilities allows FHI 360 to effectively address the interconnected challenges of development today. The organization operates in over 70 countries worldwide, including all 50 U.S. states and U.S. territories. FHI 360's Crisis Response team is actively engaged in addressing humanitarian emergencies, particularly in Northern Ethiopia, where they are implementing integrated health, nutrition, WASH, and protection projects to support conflict-affected populations. The organization is now looking to expand its efforts to the Somali Region in Eastern Ethiopia to assist drought-affected communities through collaborative programming with local organizations such as Pastoralist Concern (PC).

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 aimed at ensuring the smooth functioning of project activities. The successful candidate will be expected to manage administrative tasks such as calendar management, scheduling meetings, and handling expenses. They will also attend project meetings, prepare notes and memos, and assist in logistical arrangements for events and workshops. This position requires a proactive approach to support project teams by maintaining electronic files, managing communications materials, and ensuring that all project-related documentation is organized and accessible. The role also involves providing technical support in data collection and analysis, assisting with report preparation, and contributing to the development of project tools and materials. Overall, the Administrative Support position is crucial for maintaining the operational efficiency of FHI 360's projects and ensuring that they meet their objectives effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include but are not limited to: providing administrative support such as calendar management and scheduling; attending project meetings and preparing notes; planning project-related meetings and events; supporting logistical arrangements for conferences and workshops; maintaining filing systems for project documents; assisting with travel arrangements for staff and consultants; collecting information for reports; maintaining distribution lists for project reports; supporting technical data collection and analysis; providing administrative support for workplan preparation; processing payments and invoices; supporting business development efforts; and ensuring effective communication within project teams. The role requires attention to detail, strong organizational skills, and the ability to manage multiple tasks simultaneously while adhering to project deadlines.

Required Qualifications:
Candidates for the Administrative Support position should possess strong organizational and communication skills, with the ability to articulate ideas clearly and professionally. A basic understanding of project design concepts and practices is essential, along with proficiency in Microsoft Office Suite. The ideal candidate should demonstrate problem-solving abilities and be capable of working independently as well as collaboratively within a team. Attention to detail and the ability to manage time effectively are critical for success in this role. Additionally, candidates should be adaptable and willing to learn new processes and systems as needed.

Educational Background:
The position requires 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. This educational background provides the foundational knowledge necessary for understanding the complexities of the projects supported by FHI 360.

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 for various administrative tasks.

Languages:
Fluency in English is mandatory, both written and spoken. Additionally, proficiency in the host country language is highly desirable, as it facilitates effective communication with local stakeholders and enhances the candidate's ability to engage with the community served by FHI 360.

Additional Notes:
This position does not involve supervisory responsibilities and typically reports to a Manager. The role is based in an office environment with minimal travel requirements (less than 10%). FHI 360 is committed to equal opportunity and affirmative action, ensuring that all employment practices are free from discrimination based on various characteristics. The organization emphasizes safeguarding and requires all personnel to adhere to a code of conduct that prevents abuse and exploitation. FHI 360 offers a competitive benefits package and promotes a healthy work/life balance for its employees.