Administrative Associate

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to 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 workforce of over 4,000 employees. The organization focuses on various sectors including health, education, economic development, and more, aiming to create a positive impact on 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 Kenya. This position requires a solid understanding of organizational and departmental policies and procedures, as well as the ability to effectively communicate information regarding programs, functions, and services. The Administrative Associate I will be responsible for a variety of tasks including the preparation of documents and administrative reports, utilizing office technology, compiling records, organizing and maintaining files, and assisting with mail distribution and photocopying. The role also involves collecting and verifying data, summarizing and reconciling information, and managing records effectively. The Administrative Associate will be expected to maintain a professional demeanor while providing excellent customer service to both internal and external clients, ensuring that all administrative tasks are completed efficiently and accurately.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Associate include performing general and routine administrative tasks in support of the STRIDES program. This includes serving as the primary point of contact for input from internal and external contacts, providing excellent customer service, taking messages, and answering routine and non-routine questions. The Administrative Associate will act as a 'gatekeeper' for schedules, determining needs and handling conflicts with professionalism. Additional responsibilities include providing administrative support for copying, faxing, and large-scale mailings, responding to staff requests for administrative support, setting up and maintaining files, preparing reports and presentations, and managing office supplies. The role also involves receiving and distributing incoming mail, scheduling meetings, assisting with meeting preparations, and maintaining documentation and databases to support various functions. The Administrative Associate will supervise office cleaning operations and ensure a clean, safe, and orderly work environment, while also performing other duties as assigned.

Required Qualifications:
The position requires a basic understanding of program procedures, methods, and practices. The Administrative Associate should be proficient in using established filing and data systems, as well as basic office software programs and office equipment. Strong communication skills are essential for conveying information clearly to staff and clients about services and procedures. The candidate should also possess problem-solving skills, attention to detail, and the ability to prioritize work effectively. The role demands accuracy in documenting information and the ability to proofread materials for grammar and formatting.

Educational Background:
Candidates should possess a Diploma in Business Administration/Management or an equivalent international qualification. An Associate’s degree is preferred, indicating a higher level of education and understanding of business practices.

Experience:
Typically, candidates for this position should have 0 to 3 years of relevant experience in an administrative role. This experience should demonstrate the ability to perform the duties outlined in the job description and an understanding of office procedures and practices.

Languages:
While the job posting does not specify mandatory languages, proficiency in English is likely essential given the nature of the work and the organization’s international presence. Additional languages may be considered an asset, particularly those relevant to the local context in Kenya.

Additional Notes:
The position is based in Nairobi, Kenya, and may require less than 10% travel. The expected hiring salary range for this role is between KES 1,400,000 and KES 2,000,000 annually, depending on the candidate's experience and qualifications. FHI 360 is committed to equal opportunity and affirmative action, ensuring that all applicants are considered without discrimination. The organization emphasizes safeguarding and requires all personnel to adhere to a code of conduct. Offers of employment will be subject to screening checks, including reference and criminal record checks. FHI 360 also provides a competitive benefits package and supports a healthy work/life balance.