Administrative Support

Job Posting Organization:
FHI 360 is a nonprofit human development organization that was established with the mission of improving lives in lasting ways by advancing 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 interrelated challenges of development today. The organization operates in more than 70 countries, including all 50 U.S. states and U.S. territories. FHI 360's Crisis Response team is actively involved in responding to humanitarian emergencies, particularly in Northern Ethiopia, where they are implementing integrated health, nutrition, WASH, and Protection projects to meet the urgent needs of conflict-affected populations. The organization is now looking to expand its efforts to the Somali Region in Eastern Ethiopia to assist drought-affected communities, collaborating with the national organization, Pastoralist Concern (PC).

Job Overview:
The Administrative Support position at FHI 360 is designed to provide comprehensive programmatic support to various projects within the organization. The role encompasses a wide range of administrative tasks, including calendar management, scheduling meetings, and managing expenses. The individual in this position will be responsible for attending project meetings, preparing notes and memos, and planning logistics for project-related events. This includes booking conference rooms, ordering catering, and preparing necessary materials. The role also involves maintaining electronic files, supporting communication efforts, and ensuring that project documentation is organized and accessible. The Administrative Support will assist in travel arrangements for staff and consultants, help in the collection of information for reports, and maintain distribution lists for project communications. Additionally, the position requires providing technical support in data collection and analysis, as well as assisting with the development and dissemination of project-related materials. The Administrative Support will also play a key role in finance support, including payment processing and budget tracking, and will contribute to business development efforts by assisting with proposal management and document formatting.

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

• Providing administrative support such as calendar management, scheduling, and expense management.
• Attending project meetings and preparing pre-meeting and post-meeting notes and memos.
• Planning logistics for project-related meetings, including booking conference rooms and ordering catering.
• Supporting logistical arrangements for events, conferences, and workshops, including invitations and procurement of materials.
• Maintaining a filing system 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 and basic analysis.
• Assisting with the development and dissemination of tools, materials, and reports. 1
• Supporting finance activities such as payment processing and budget tracking. 1
• Contributing to business development efforts, including proposal management and document formatting. 1
• Performing other duties as assigned by the manager.

Required Qualifications:
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. Candidates should 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 preferred, and candidates should have a basic understanding of project design concepts and practices. The ability to problem-solve and recommend corrective actions is essential, as is the capacity to work independently and as part of a team.

Educational Background:
Candidates for the Administrative Support position should have 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 area. This educational background is crucial for understanding the complexities of the projects and the administrative tasks involved.

Experience:
Typically, the position requires 0 to 2 years of relevant administrative experience, particularly in supporting projects or technical practice areas. Prior experience in a non-governmental organization (NGO) is preferred, as is familiarity with Microsoft Office Suite. Candidates should demonstrate the ability to manage multiple tasks and work effectively in a team environment while also being capable of independent work.

Languages:
Fluency in English is mandatory, both written and spoken. Additionally, fluency in the host country language is preferred to facilitate communication with local stakeholders and team members. Knowledge of other languages may be considered an asset but is not required.

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 does not specify a deadline for applications, and it emphasizes FHI 360's commitment to equal opportunity and affirmative action in hiring practices. The organization also highlights its dedication to safeguarding against abuse, exploitation, and harassment in its work environments and programs.