Administrative Associate, Front Office and Stores

Job Posting Organization:
FHI 360 is a nonprofit organization that aims to improve lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a diverse workforce of over 4,000 employees. The organization focuses on various sectors including health, education, economic development, and social justice, and is committed to safeguarding the welfare of everyone who engages with its programs.

Job Overview:
The Administrative Associate, Front Office and Stores is a pivotal role within the organization, responsible for managing the front office, stores, and physical inventory and fleet. This position requires a proactive individual who can perform a variety of routine administrative tasks and office support duties. Key functions include initiating and following up on various requests for logistics support and procurements, answering phone calls, and distributing mail. The role demands a thorough understanding of organizational and departmental policies and procedures to effectively communicate information regarding programs, functions, and services. The Administrative Associate will also be involved in preparing documents and reports, utilizing office technology, maintaining files, and providing assistance to staff and visitors. The position is designed for someone who can handle multiple tasks efficiently while ensuring that all administrative processes are executed smoothly and accurately.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include supporting program staff in preparing procurement requests, assisting with consultant hiring, ensuring proper insurance and licensing for vehicles and assets, supervising office premises maintenance, and managing communications. The role also involves setting up and maintaining files, preparing reports and presentations, coordinating mail distribution, and assisting the HR Officer with scheduling and organizing activities. The Administrative Associate will act as a liaison with other departments and outside agencies, prepare agendas and minutes for meetings, coordinate special projects, and maintain various databases and spreadsheets. Additionally, the individual will enforce adherence to organizational policies and procedures, manage the library and classification of new items, and carry out any other administrative duties as assigned.

Required Qualifications:
Candidates must demonstrate an in-depth understanding of the area of specialization, including program procedures and methods. They should possess excellent organizational skills, attention to detail, and the ability to communicate effectively with staff and clients. Proficiency in office software programs and information systems is essential, as well as the ability to resolve issues and problems that may arise. The role requires limited supervision, with the ability to coordinate workloads with other support staff across departments. Strong interpersonal skills and the ability to work independently while also collaborating with others are crucial for success in this position.

Educational Background:
The position requires an Associate's Degree or an international equivalent in Business Administration or a related field from a recognized university. A Bachelor's Degree is preferred, indicating a higher level of education and understanding of business principles and practices.

Experience:
Typically, candidates should have a minimum of 3+ years of relevant office administration and management experience. Experience in monitoring expenditures to meet organizational objectives and compliance is preferred, as well as familiarity with USG-funded projects. The ability to maintain various records, prepare correspondence, and provide excellent customer service is essential. Candidates should also demonstrate strong organizational and time management skills, with the ability to prioritize tasks effectively.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the nature of the role and the organization's international operations. Additional language skills may be considered an asset, particularly if they align with the organization's operational regions.

Additional Notes:
This position is full-time and may involve working in a typical office environment. Candidates should be prepared for the physical demands of the job, including the ability to sit and stand for extended periods and perform repetitive tasks. The organization emphasizes equal opportunity and affirmative action, ensuring that all applicants are considered without discrimination. FHI 360 also commits to safeguarding against abuse and exploitation in its work environments and programs, requiring all personnel to adhere to a code of conduct. The organization offers a competitive benefits package and supports professional development and work/life balance.