Administrative Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to human development, committed to sustainably improving living conditions by providing integrated and contextually appropriate solutions. The organization employs experts in various fields including health, public health threats, education, nutrition, environment, economic development, civil society, youth, research, technology, communication, and social marketing, creating a unique skill set to address the interdependent challenges of current development. FHI 360 operates in multiple countries, focusing on improving health security" style="border-bottom: 1px dotted #007bff !important;">security and addressing infectious disease threats through programs like the Global Health Security (GHS) initiative funded by the U.S. government.

Job Overview:
The position of Administrative Assistant is an entry-level role that involves a series of administrative support tasks performed under varying degrees of supervision during a learning period. The role requires a general understanding of organizational and departmental policies and procedures, as well as the ability to communicate information regarding programs, functions, and services. The tasks are routine and may include preparing documents and reports, utilizing office technologies, compiling records, organizing and maintaining files, disseminating information, welcoming/orienting/assisting others, distributing mail, and photocopying. The range of tasks includes, but is not limited to, collecting and verifying data, synthesizing and reconciling information or financial data, managing records, reviewing and processing, conducting research, and inventory management. This position typically supports a small project/function, provides support to multiple teams/functions, or is part of an administrative staff team that supports a large/complex project.

Duties and Responsibilities:
The Administrative Assistant will perform general and routine administrative tasks, serve as the primary point of contact for contributions from internal and external contacts, and provide excellent customer service in a friendly and professional manner to both internal and external clients. Responsibilities include verifying the completeness and accuracy of data and information using standard guidelines, taking messages or responding to common and unusual inquiries, acting as a 'gatekeeper' for schedules, determining needs, and managing scheduling conflicts professionally. The assistant will collaborate with other administrative assistants to ensure backup coverage and provide assistance as needed. Additional duties include providing administrative support for photocopying, faxing, and large-scale mailings, responding to administrative assistance requests from staff as needed, configuring and managing files, preparing reports, presentations, and graphics, supplying office materials to employees, performing data entry, proofreading, and compiling special reports. The role also involves receiving and distributing incoming mail, coordinating outgoing mail including courier services, planning meetings, organizing logistics, preparing materials for meetings and conferences, and maintaining documentation, plans, reports, schedules, databases, spreadsheets, and records to support functions. Tasks may vary based on service and/or functional area, and the assistant may be required to manage special projects and perform research and data analysis tasks as assigned.

Required Qualifications:
The position requires a basic understanding of the area of specialization, program procedures, methods, and practices, including knowledge of program responsibilities and personnel. The candidate should be proficient in using established filing and data systems, functions, and/or procedures that require knowledge of the program. Familiarity with software used to perform daily functions is essential, including basic office software, information systems, and office equipment to access, enter, and verify standard information. Clear communication of information to staff, clients, and/or the public regarding services, processes, and procedures using prescribed or established guidelines is necessary. The ability to collect easily accessible information from office records to draft emails, memos, and other documents is required, along with proofreading skills to check grammar, spelling, punctuation, and basic formatting. The candidate must be able to gather, recommend, and summarize data for reports, find solutions to various administrative problems, and prioritize tasks effectively, with a strong attention to detail during writing, data entry, and proofreading tasks, as well as meeting deadlines.

Educational Background:
A minimum of a Bac +2 in administration or a related field, or an equivalent international diploma, or a combination of relevant studies and/or experience sufficient to successfully fulfill the primary responsibilities of the position is required.

Experience:
Typically requires 1 to 3 years of relevant experience in an administrative role, demonstrating the ability to perform the duties outlined in the job description effectively.

Languages:
Proficiency in French is mandatory, and knowledge of English is considered an asset, enhancing communication capabilities within the organization and with external partners.

Additional Notes:
The position is based in a typical office environment, requiring the ability to spend long hours in front of a computer screen and perform repetitive tasks at the keyboard. The candidate should be able to sit or stand for extended periods and lift/move up to 5 kg. The expected hiring salary range for this role is XOF 7,500,000 - 9,500,000 annually for basic salary. FHI 360 considers multiple factors when determining an offer amount, including relevant years of experience and education, internal equity, market pay, and budget. This job posting summarizes the main duties of the job and does not prescribe or restrict the exact tasks that may be assigned. FHI 360 is an equal opportunity and affirmative action employer, committed to preventing any type of abuse, exploitation, and harassment in its work environments and programs.