Office Services Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to mobilizing research, resources, and relationships to ensure that individuals everywhere can access the opportunities necessary for leading full and healthy lives. Established with a mission to improve the health and well-being of people globally, FHI 360 employs over 2,000 experts and operates in more than 50 countries worldwide, focusing on various health and development issues.

Job Overview:
The Office Services Assistant plays a crucial role in providing general administrative and operational support to the Country Office and its projects. This position is essential for ensuring smooth daily office operations, maintaining efficient supply management, and creating a clean, safe, and well-maintained work environment. The Office Services Assistant will be responsible for a variety of tasks including the reception of deliveries, upkeep of facilities, support for meetings and events, and occasional field assistance. Reporting directly to the Country Representative and supervised by the Administrative Specialist, this role is integral to the overall functioning of the office and its projects, particularly in the context of the Meeting Targets and Maintaining Epidemic Control (EpiC) project, which aims to strengthen public health capacities in the Philippines.

Duties and Responsibilities:
The Office Services Assistant will carry out a range of routine tasks that include photocopying, binding, laminating, scanning, filing, and processing incoming and outgoing mail. They will receive, log, sort, and distribute deliveries and packages, ensuring that items are accessible and clearly labeled. The assistant will maintain inventory levels for office supply cabinets and pantry items, placing orders and following up to ensure timely replenishment. They will also maintain clear and up-to-date sign-up logs for shared supplies and equipment, coordinate regular supply inventory checks, and report any discrepancies. Additionally, the assistant will ensure that office equipment is stored safely and handled correctly, coordinating basic preventive care and arranging repairs as needed. Keeping common areas, pantry, workstations, conference rooms, and reception areas clean and orderly is also a key responsibility. The assistant will perform weekly deep-cleaning tasks, arrange and coordinate meeting rooms and event logistics, liaise with vendors for catering and water delivery, and assist with basic government or bank transactions when required. This position is primarily office-based but may require occasional errands and field support, which could involve bending, lifting, and manual handling of supplies and equipment. The assistant will also support supervisors in ensuring that project administration and operations run smoothly and perform additional duties as assigned to support team and organizational needs.

Required Qualifications:
Candidates should possess a high school diploma or equivalent, with a vocational or technical certificate or relevant training preferred. A minimum of 1 to 2 years of experience in office administration, facilities, or a similar support role is preferred. Strong organizational skills and attention to detail are essential, along with good communication and interpersonal skills to effectively coordinate with vendors and internal teams. Basic computer skills, including proficiency in email and MS Office, are required, as well as the ability to maintain simple logs and records. The candidate must be able to lift and move moderate weights, such as furniture and boxes, and perform light physical tasks. Reliability, proactivity, and the ability to work independently with minimal supervision are also important attributes for this role.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. While a vocational or technical certificate or relevant training is preferred, it is not mandatory. The emphasis is on practical experience and skills that align with the responsibilities of the Office Services Assistant role.

Experience:
The position requires 1 to 2 years of experience in office administration, facilities management, or a similar support role. This experience should demonstrate the candidate's ability to handle administrative tasks effectively and contribute to the smooth operation of an office environment.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the nature of the organization and its international operations. Additional language skills may be considered beneficial, particularly if they align with the local context or the diverse populations served by FHI 360.

Additional Notes:
This job posting outlines the main duties of the Office Services Assistant role but does not prescribe or restrict the exact tasks that may be assigned. It is important to note that this document should not be construed as a contract of employment, as management reserves the right to review and revise it at any time. FHI 360 is an equal opportunity and affirmative action employer, committed to preventing discrimination based on various characteristics. The organization emphasizes safeguarding against abuse, exploitation, and harassment in its work environments and programs. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), which may involve requesting information from previous employers regarding any substantiated findings of misconduct. The organization is committed to fostering a healthy work/life balance and offers a competitive benefits package and professional development opportunities.