Administrative Officer

Job Posting Organization:
FHI 360 is a nonprofit organization that has been operational for over 50 years, dedicated to mobilizing research, resources, and relationships to ensure that people everywhere can access the opportunities they need to lead full, healthy lives. With a staff of more than 2,200 experts, FHI 360 operates in over 50 countries worldwide, focusing on developing bold solutions to global challenges and creating measurable results through research and the application of scientific breakthroughs. The organization emphasizes listening to, learning from, and collaborating with communities to expand economic opportunities, improve health and well-being, and respond effectively to humanitarian crises.

Job Overview:
The Administrative Officer plays a crucial role in ensuring the efficient and compliant operation of the country office. This position requires a comprehensive understanding of organizational policies and procedures to facilitate effective communication and coordination related to various programs, operations, and services. The Administrative Officer is responsible for preparing and formatting documents and reports, coordinating meetings, workshops, and travel logistics, maintaining organized filing and documentation systems, managing correspondence, and supporting overall office administration. Additionally, the officer assists in maintaining records, reviews documentation for completeness, and supports inventory and office supply management, thereby ensuring that the office runs smoothly and efficiently.

Duties and Responsibilities:
The Administrative Officer is tasked with providing structured administrative support to the country office, ensuring efficient coordination of office operations. This includes serving as a key administrative point of contact for both internal staff and external stakeholders. The officer coordinates country office meetings, workshops, and stakeholder engagements, which involves scheduling, preparing agendas, arranging facilities, and documenting meeting minutes. Furthermore, the officer supports internal and external communications by drafting routine correspondence and ensuring timely dissemination of information. The role also entails maintaining organized filing systems and official documentation in accordance with organizational policies, supporting travel coordination and logistical arrangements for staff and consultants, assisting in vendor coordination including documentation review and follow-up with Finance on invoicing and payments, and supporting office management functions such as supply planning and workspace organization. The Administrative Officer works closely with the Senior Operations & Logistics Officer to ensure compliance with administrative procedures and policies and provides guidance and coordination to the Administrative Assistant as delegated by the Senior Operations & Logistics Officer.

Required Qualifications:
Candidates for the Administrative Officer position must demonstrate strong knowledge of administrative procedures, office operations, and organizational policies relevant to a country office environment. They should be able to apply established administrative systems and procedures with accuracy and attention to detail, reviewing documentation and information for completeness and accuracy in accordance with standard guidelines. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other office systems used to support day-to-day operations is essential. The ability to communicate clearly and professionally with staff, stakeholders, and external partners regarding administrative processes and procedures is also required. Familiarity with project and organizational terminology relevant to country office operations is important for success in this role.

Educational Background:
The position requires an Associates Degree or International Equivalent in Business Administration or a related field, with a Bachelor’s Degree preferred. This educational background provides the foundational knowledge necessary for the administrative functions and responsibilities associated with the role.

Experience:
Typically, candidates should have a minimum of 5+ years of relevant experience. Prior experience working in a non-governmental organization (NGO) or donor-funded project environment is preferred. Experience supporting office operations, coordination, and administrative processes in a structured work environment is essential for effectively fulfilling the responsibilities of the Administrative Officer.

Languages:
Fluency in Arabic (written and spoken) is required for this position, as it is essential for communication within the local context. Good working proficiency in English is considered an asset, enhancing the ability to engage with international stakeholders and documentation.

Additional Notes:
This position is based in Amman, Jordan, and does not involve supervising other positions. The Administrative Officer may coordinate workload with other support staff across departments. Routine work requires no instruction, while general instructions with periodic work reviews are provided for new work or special assignments. The role reports to the STRIDES Jordan Country Project Director. The typical physical demands include working in a standard office environment, with the ability to spend long hours looking at a computer screen and performing repetitive tasks on a keyboard. The job may require the ability to lift or move up to 5 lbs and involves less than 10% travel. FHI 360 is an equal opportunity and affirmative action employer, committed to safeguarding and preventing any type of abuse, exploitation, and harassment in its work environments and programs.