Administrative Assistant

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 a diverse team of 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 and all U.S. states and territories, showcasing its extensive reach and commitment to global health and development.

Job Overview:
The EpiC GHS Administrative Assistant (AA) plays a crucial role in providing comprehensive office support and assistance in the implementation of various activities related to the project. The individual in this position will be responsible for a wide range of administrative duties, which include arranging events for the technical team, managing travel and logistics, handling procurement and finance reports, and assisting in the preparation of program reports. The AA will ensure that all office functions, such as procurement procedures, financial transactions, bank transfers, and payments, are executed efficiently and punctually. Reporting primarily to the Program Officer, the AA will also be expected to maintain a high level of organization and communication within the team, contributing to the overall success of the project.

Duties and Responsibilities:
The Administrative Assistant will be tasked with a variety of duties including but not limited to: providing support to technical and program staff by performing administrative tasks such as word processing, filing, scheduling, and confirming appointments; developing and maintaining a comprehensive electronic and paper filing system; liaising with the Country Office Enterprise Services team, particularly with the Procurement and Operations team, to ensure compliance with organizational Standard Operating Procedures; assisting in the planning, logistics, and management of meetings, workshops, and trainings, including taking and disseminating minutes; maintaining and updating the filing system to include project documents, work plans, project reports, and other related documents; assisting technical team members with the preparation of routine and ad hoc project reports; coordinating travel authorizations and ensuring timely submission of travel expense reports; monitoring consultant usage and ensuring compliance with regulations; and performing other duties as assigned by senior project staff.

Required Qualifications:
Candidates must possess a Bachelor’s degree in business studies, public health, or a related field. A minimum of 3 years of relevant experience in the administration field is required, with a preference for candidates who have prior work experience on Department of State or FAO funded programs. Proficiency in office software, including Word, Excel, and PowerPoint, is essential. The ideal candidate should be well-organized, a self-starter with a keen attention to detail, and capable of managing multiple tasks efficiently. Excellent communication skills, both written and spoken, in Portuguese and English are mandatory. The candidate should also demonstrate the ability to identify risks proactively, address issues, and communicate effectively with project staff and the country office as needed.

Educational Background:
The position requires a Bachelor’s degree in business studies, public health, or a related field. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to perform the administrative tasks effectively and contribute to the overall success of the project.

Experience:
The role requires a minimum of 3 years of relevant experience in the administration field. Candidates with experience in managing administrative functions within health or development projects, particularly those funded by the Department of State or FAO, will be given preference. The experience should demonstrate the ability to handle multiple tasks, manage time effectively, and work independently as well as part of a team.

Languages:
Proficiency in both written and spoken Portuguese and English is mandatory for this position. The ability to communicate effectively in these languages is crucial for coordinating with team members and stakeholders, as well as for preparing reports and documentation. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is classified as non-exempt under the Fair Labor Standards Act (FLSA) and falls within the compensation band HH. The role is based in Maputo, Mozambique, and may require less than 10% travel within the country. The last date for receiving applications is 16 December 202

• FHI 360 is committed to equal opportunity and affirmative action, ensuring that all applicants are considered without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, or any other characteristic protected under applicable law. The organization also emphasizes safeguarding against abuse, exploitation, and harassment in its work environments and programs.