Administrative Associate

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in a long-lasting way by advancing integrated, locally driven solutions. Established to address various global challenges, FHI 360 operates in over 50 countries, including Zambia, and employs experts across diverse fields such as health, education, economic development, and social marketing. The organization is committed to creating sustainable solutions that enhance the quality of life for individuals and communities worldwide.

Job Overview:
The Administrative Associate will play a crucial role in providing administrative support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity in Zambia. This position requires a solid understanding of organizational and departmental policies and procedures, along with the ability to effectively communicate information related to programs, functions, and services. The Administrative Associate will be responsible for a variety of tasks including document preparation, administrative reporting, and the use of office technology. The role also involves maintaining organized records, managing files, and assisting with data collection and verification. The Administrative Associate will be expected to demonstrate professionalism and excellent customer service skills while interacting with both internal and external clients, ensuring that all administrative functions are carried out efficiently and effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include performing general administrative tasks to support the STRIDES initiative. This includes serving as the primary point of contact for internal and external communications, providing excellent customer service, managing schedules, and handling conflicts with professionalism. The role involves preparing and maintaining files, reports, presentations, and graphics, as well as assisting team members with administrative support tasks such as copying, faxing, and large-scale mailings. The Administrative Associate will also be responsible for scheduling meetings, coordinating logistics, and preparing materials for conferences. Additional responsibilities include data entry, proofreading documents, and maintaining accurate records. The position requires attention to detail, the ability to prioritize tasks, and effective problem-solving skills to address administrative challenges as they arise.

Required Qualifications:
Candidates for the Administrative Associate position should possess a basic understanding of program procedures and methods. Proficiency in using established filing and data systems is essential, along with familiarity with basic office software programs and office equipment. Strong communication skills are required to convey information clearly to staff and clients, and the ability to proofread documents for accuracy is necessary. The candidate should also demonstrate the ability to gather and summarize data for reports and find solutions to administrative problems, all while maintaining a high level of attention to detail and meeting deadlines.

Educational Background:
The minimum educational requirement for this position is a High School diploma or GED, with an international equivalent being acceptable. An Associate’s degree is preferred, as it may provide candidates with a stronger foundation in administrative practices and organizational skills that are beneficial for the role.

Experience:
Typically, candidates should have 0 to 3 years of relevant experience in an administrative support role. This experience should ideally include exposure to office environments and familiarity with administrative tasks such as data entry, document preparation, and customer service. The role is suitable for individuals who are early in their careers or those looking to gain further experience in administrative functions within a nonprofit organization.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the organizational context and the need for clear communication. Additional language skills may be considered an asset, particularly if they align with the communities served by FHI 360 in Zambia.

Additional Notes:
This position is based in Lusaka, Zambia, and may require occasional travel of less than 10%. The job is full-time, and the last day to submit applications is 2 February 202

• FHI 360 is committed to equal opportunity and affirmative action, ensuring that all applicants are considered without discrimination based on various protected characteristics. The organization emphasizes safeguarding and has policies in place to prevent abuse and harassment in the workplace. All offers of employment will be subject to appropriate screening checks.