Assistant Administratif

Job Posting Organization:
Family Health International (FHI 360) is a non-profit non-governmental organization dedicated to improving lives sustainably through integrated solutions. Established in 1980, FHI 360 operates in over 60 countries worldwide and across all states and territories in the United States. The organization focuses on various sectors including health, education, nutrition, environment, economy and development, research, and technology, creating a unique combination of capabilities to address development challenges. In Senegal, FHI 360 implements various projects aimed at improving the quality of life for the population and supporting human development, particularly in response to the national strategy for combating diseases, providing strategic technical assistance and direct service delivery to improve prevention, screening, and treatment for target populations, especially the most vulnerable and priority groups.

Job Overview:
The Administrative Assistant will work under the supervision of the Senior Procurement Officer and will be responsible for ensuring administrative management in compliance with FHI 360 procedures. This role is crucial in supporting the organization's operations by managing various administrative tasks, facilitating communication, and ensuring that the office runs smoothly. The Administrative Assistant will be expected to assist in drafting and managing administrative correspondence, taking notes during coordination meetings, and supporting the organization of workshops and seminars. This includes making reservations for venues and accommodations, arranging transportation needs, purchasing supplies, and managing participant payments and related invoices. The position requires a proactive approach to maintaining office systems, preparing programs for visitors, and overseeing the quality of cleaning services in the office. The Administrative Assistant will also be responsible for managing office supplies, maintaining project libraries, and ensuring timely repairs and inventory management.

Duties and Responsibilities:
The Administrative Assistant will undertake the following responsibilities:

• Assist in drafting and managing administrative correspondence and taking notes during coordination meetings.
• Support the organization of workshops and seminars, including venue and hotel reservations, transportation needs, purchasing supplies, and managing participant payments and invoices.
• Maintain filing systems and other office systems.
• Help prepare programs for visitors, including reservations and transfers.
• Supervise the quality of cleaning services provided in the FHI 360 Senegal office.
• Maintain the project library, ensuring documents are regularly filed and new files are created as necessary.
• Ensure follow-up on preventive and corrective repairs in the office.
• Manage office supplies and consumables, ensuring timely procurement.
• Assist in inventory management of project equipment and their referencing. 1
• Ensure proper management of petty cash. 1
• Assist in drafting and managing incoming and outgoing administrative correspondence and taking notes during coordination meetings. 1
• Support vehicle availability for internal travel. 1
• Execute any other related tasks as requested by the supervisor and colleagues.

Required Qualifications:
Candidates must possess a Bachelor's degree, preferably in Business Administration or Management. A minimum of 2 to 3 years of experience in administrative support within an international NGO is required. Candidates should demonstrate excellent organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks effectively. A good understanding of donor procedures and proficiency in office tools (word processing, spreadsheets) are essential. Knowledge of English is desirable, enhancing communication within the organization and with international partners.

Educational Background:
The position requires a Bachelor's degree, ideally in Business Administration or Management. This educational background provides the necessary foundation for understanding administrative processes and organizational management, which are critical for the role of Administrative Assistant.

Experience:
The ideal candidate should have at least 2 to 3 years of relevant experience in administrative support, particularly within an international NGO context. This experience is vital for understanding the unique challenges and requirements of working in a non-profit environment, as well as the ability to navigate complex administrative tasks effectively.

Languages:
Proficiency in French is mandatory, as it is the primary language of communication in Senegal. Knowledge of English is considered a valuable asset, as it facilitates communication with international partners and enhances the candidate's ability to engage in broader organizational activities.

Additional Notes:
This position is full-time and based in Dakar, Senegal. FHI 360 is an equal opportunity employer and encourages applications from all qualified individuals, including those with criminal histories, in accordance with applicable laws. The organization is committed to safeguarding and preventing any form of abuse, exploitation, and harassment in its work environments and programs. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks. FHI 360 offers a competitive benefits package and promotes a healthy work/life balance.