Administrative Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization that focuses on improving 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 is dedicated to addressing global challenges such as health, education, and economic development, and it emphasizes the importance of collaboration and innovation in its mission to create a positive impact in communities worldwide.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the STRengthening Infectious Disease DEtection Systems (STRIDES) project in Jordan. This position requires a comprehensive understanding of organizational and departmental policies to effectively communicate information related to various programs, functions, and services. The Administrative Assistant will be responsible for preparing documents and reports, utilizing office technology, compiling records, and maintaining organized files. Additionally, the role involves greeting and assisting visitors, distributing mail, and managing printing and copying tasks. The Administrative Assistant will also be tasked with collecting and verifying data, summarizing information, and managing records, all while ensuring compliance with established guidelines. Reporting to an Administrative Officer, this position may also involve serving as the primary staff assistant to a department or manager, thereby requiring a proactive approach to administrative support and coordination.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: providing intermediate-level administrative and operational support across country operations, coordinating procurement, logistics, asset management, and facilities oversight. The role includes managing travel arrangements, scheduling meetings, events, and conferences, and ensuring smooth logistical support for these activities. The Administrative Assistant will prepare routine status reports, track office-related metrics, and review data for accuracy. Additionally, the position involves maintaining office inventories, managing correspondence, and supporting office setup and renovations. The Administrative Assistant will also assist with document preparation, presentations, data entry, proofreading, and report compilation. Other responsibilities may include supporting special projects, conducting basic data analysis, and performing any other administrative duties as assigned.

Required Qualifications:
Candidates must possess strong organizational skills and the ability to prioritize tasks effectively. Attention to detail is essential for composing, typing, and proofreading materials. The ideal candidate will demonstrate a solid understanding of program procedures and methods, as well as proficiency in using established filing and data systems. Familiarity with office software programs and information systems is required, along with the ability to communicate clearly with staff and clients about services and processes. The candidate should be capable of drafting emails, memos, and other documents while ensuring accuracy in grammar, spelling, and formatting. Additionally, the ability to gather and summarize data for reports and provide general information is crucial.

Educational Background:
A minimum of an Associate’s Degree or its international equivalent in Business Administration or a related field is required. A Bachelor’s Degree is preferred, as it may provide a stronger foundation for the responsibilities associated with this role.

Experience:
The position typically requires a minimum of 3+ years of relevant experience, particularly in administrative roles. Experience working for a non-governmental organization (NGO) is preferred, as it may provide valuable insights into the unique challenges and requirements of the sector.

Languages:
Fluency in both English and Arabic is mandatory, as the role requires effective communication in both languages. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is subject to general supervision, with detailed instructions provided for new activities or special assignments. The role may involve contact with individuals both within and outside the organization, necessitating effective communication skills. FHI 360 is committed to equal opportunity and affirmative action, ensuring that all employment practices are free from discrimination. The organization emphasizes safeguarding against abuse and exploitation, requiring all personnel to adhere to a code of conduct. Employment offers will be contingent upon successful completion of screening checks, including reference and criminal record checks. FHI 360 offers a competitive benefits package and promotes a healthy work/life balance.