Administrative Assistant (AA)

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Established with a mission to address interrelated development challenges, FHI 360 employs a diverse team of experts across various fields including health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology. The organization operates in more than 70 countries and all U.S. states and territories, showcasing its extensive reach and commitment to global development.

Job Overview:
The EpiC MNCH+N Administrative Assistant (AA) will play a crucial role in providing office support and assistance in the implementation of various activities. This position is primarily responsible for a range of administrative duties, which include arranging events for the technical team, managing travel and logistics, preparing procurement and finance reports, and assisting in the compilation of program reports. The AA will ensure that all office functions, such as procurement procedures, financial transactions, bank transfers, and payments, are executed efficiently and punctually. Reporting directly to the Program Officer, the AA will be integral in maintaining the smooth operation of the office and supporting the technical and program staff in their daily tasks.

Duties and Responsibilities:
The Administrative Assistant will be tasked with a variety of duties including but not limited to: providing administrative support to technical and program staff, which encompasses word processing, filing, scheduling, and confirming appointments; developing and maintaining a comprehensive electronic and paper filing system; liaising with the Country Office Enterprise Services team, particularly with Procurement and Operations, to ensure compliance with organizational Standard Operating Procedures (SOP); assisting in the planning, logistics, and management of meetings, workshops, and trainings, including taking and disseminating minutes; setting up and maintaining an organized filing system for project documents, work plans, project reports, and updates; distributing project materials as directed by senior project staff; assisting technical team members with routine and ad hoc project reports; coordinating travel authorizations and ensuring timely submission of travel expense reports; monitoring consultant usage and ensuring compliance with regulations; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a Bachelor’s degree in business studies, public health, or a related field. A minimum of 3 years of relevant experience in the administration field is required, with a preference for candidates who have prior work experience on Department of State (DoS) or Food and Agriculture Organization (FAO) funded programs. Proficiency in office software, including Microsoft Word, Excel, and PowerPoint, is essential. The ideal candidate must be well-organized, a self-starter with a keen attention to detail, and capable of managing multiple tasks efficiently. Excellent communication skills, both written and spoken, in Portuguese and English are mandatory. The candidate should also demonstrate the ability to identify risks proactively, address issues, and communicate effectively with project staff and the country office as necessary.

Educational Background:
The position requires a Bachelor’s degree in business studies, public health, or a related field. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to perform the administrative functions effectively.

Experience:
The role requires a minimum of 3 years of relevant experience in an administrative capacity. Candidates with experience in managing administrative tasks within international development organizations or similar environments will be preferred. Experience with DoS or FAO funded programs is considered an asset, as it indicates familiarity with the specific requirements and expectations of such projects.

Languages:
Fluency in both written and spoken Portuguese and English is mandatory for this position. Proficiency in additional languages may be considered an advantage, particularly if they are relevant to the regions in which FHI 360 operates.

Additional Notes:
This position is based in Quelimane, Zambezia Province, Mozambique. The expected hiring salary range for this role is indexed to USD 14,000 - 17,000 annually for basic salary. FHI 360 considers various factors when determining an offer amount, including relevant years of experience, education, internal equity, market pay, and budget constraints. The organization is committed to equal opportunity and affirmative action, ensuring that all qualified applicants are considered for employment without discrimination. The role may require less than 10% travel within the country. FHI 360 emphasizes a healthy work/life balance and offers a competitive benefits package, along with professional development opportunities.