Administrative Officer

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, and economic development. 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 Administrative Officer plays a crucial role in providing advanced administrative and operational support to the STRengthening Infectious Disease DEtection Systems (STRIDES) Activity in Guatemala. This position is pivotal in ensuring the smooth planning and implementation of project activities, with a strong emphasis on logistics, procurement processes, and administrative follow-up. The Administrative Officer will work closely with the Project Manager and project teams to facilitate the identification of local service providers, prepare procurement documentation, and track administrative and financial processes related to project implementation. This role requires a proactive approach to organizing and maintaining records, supporting payment processes, and ensuring that all required documentation is complete and compliant with organizational policies and procedures. The Administrative Officer will also be responsible for maintaining effective communication and coordination among project teams and operations units, exercising sound judgment within defined processes and guidance.

Duties and Responsibilities:
The Administrative Officer's duties encompass a wide range of responsibilities, including:

• Providing advanced administrative and logistical support for project activities, such as meetings, workshops, and trainings.
• Coordinating logistics for activities, including venue arrangements, participant tracking, materials preparation, and on-site support.
• Supporting scheduling and coordination of meetings, as well as preparing basic documentation as needed.
• Maintaining effective communication with project staff and support teams to ensure timely implementation of activities.
• Updating and maintaining the project’s procurement tracker and following up on related administrative processes.
• Assisting in identifying local service providers for project activities, including venues, catering, printing, and transportation services.
• Preparing procurement-related documentation, including scopes of work, quotations, and vendor comparison matrices, in accordance with organizational procedures.
• Collecting and organizing vendor quotations and required documentation for procurement processes.
• Following up on procurement processes and vendor deliverables to ensure timely completion of administrative requirements. 1
• Coordinating with relevant teams (Procurement, Finance, and Project staff) to support procurement processes in compliance with organizational policies. 1
• Supporting administrative processes related to payments, including compiling documentation for invoices, reimbursements, and vendor payments. 1
• Tracking activity-related expenses and maintaining organized records to support budget monitoring and financial follow-up. 1
• Maintaining organized records of financial and administrative documentation related to project activities. 1
• Ensuring compliance with organizational policies by maintaining organized electronic and physical filing systems for project documentation. 1
• Reviewing documentation for completeness and accuracy prior to submission, following established guidelines. 1
• Assisting the Project Manager in compiling, formatting, and organizing inputs for project deliverables, including progress reports, workplan trackers, desk review summaries, stakeholder briefs, and meeting minutes. 1
• Ensuring that all administrative processes and documentation align with organizational procedures and donor requirements.

Required Qualifications:
Candidates must possess strong organizational and coordination skills, with the ability to manage multiple administrative and operational processes simultaneously. A high level of attention to detail is essential for reviewing and organizing information, ensuring completeness and accuracy of documentation. A working knowledge of administrative, procurement, and financial support processes within project environments is required. Candidates should also demonstrate the ability to support procurement processes, including vendor identification, documentation preparation, and follow-up within established procedures. Strong problem-solving skills are necessary, along with the ability to communicate effectively and maintain professional interactions with internal teams, service providers, and external stakeholders. Proficiency in Microsoft Office Suite is mandatory, and candidates should be able to manage electronic filing and documentation systems efficiently.

Educational Background:
A Bachelor’s degree is required in Business Administration, Public Administration, Finance, Logistics, Procurement, Project Management, or a related field. This educational background is essential to equip the candidate with the necessary skills and knowledge to perform the duties of the Administrative Officer effectively.

Experience:
Candidates should have a minimum of 5 years of relevant professional experience providing administrative, operational, or project support in a professional setting. Experience in supporting procurement or vendor-related processes, including coordination with service providers and preparation of supporting documentation, is preferred. Additionally, experience in supporting administrative and financial processes, including tracking of expenses, payments, and documentation, is advantageous. Familiarity with working in a project-based environment with multiple stakeholders is also preferred, as is prior experience in a non-governmental organization (NGO), international organization, or development project.

Languages:
Strong written and verbal communication skills in Spanish are required for this position. Proficiency in English is preferred, as it will facilitate communication with diverse stakeholders and enhance the effectiveness of the Administrative Officer in their role.

Additional Notes:
This position does not have supervisory responsibilities and reports to the Program Manager of the STRIDES Project in Guatemala. The role requires a moderate level of independence in carrying out assigned administrative and operational tasks, following established procedures and guidance. The typical physical demands include working in a standard office environment, with the ability to work extended periods at a computer. Limited domestic travel may be required to support project activities, meetings, logistical coordination, or administrative follow-up. The expected hiring salary range for this role is GTQ 170,000 - 200,000 annually for basic salary, with considerations for relevant years of experience and education, internal equity, market pay, and budget. FHI 360 is committed to equal opportunity and affirmative action, ensuring a non-discriminatory hiring process.