Administrative Assistant

Job Posting Organization:
FHI 360 is a global nonprofit organization that, since its establishment, has been dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. The organization operates in more than 60 countries and employs over 4,000 staff members worldwide. FHI 360 focuses on various sectors including health, education, and economic development, and is committed to safeguarding the welfare of everyone who engages with its programs.

Job Overview:
The Administrative Assistant position is crucial for providing a wide range of administrative and office support duties to the STRengthening Infectious Disease DEtection Systems (STRIDES) in Jordan. The role requires a comprehensive understanding of organizational and departmental policies and procedures, enabling effective communication regarding programs, functions, and services. The Administrative Assistant will be responsible for preparing documents and reports, utilizing office technology, compiling records, organizing and maintaining files, and assisting visitors. This position also involves managing correspondence, handling printing and copying tasks, and may include data collection and verification, summarizing information, and records management. The Administrative Assistant will report to an Administrative Officer and may serve as the primary staff assistant to a department or manager, ensuring that all administrative functions are executed efficiently and effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include providing intermediate-level administrative and operational support across country operations, which encompasses procurement coordination, logistics, asset management, facilities oversight, travel arrangements, and office systems management. The role involves coordinating the scheduling and execution of meetings, events, conferences, and offsite activities, managing calendars, preparing background materials and briefing documents, and ensuring smooth logistical support. The Administrative Assistant will prepare routine status reports, track office-related metrics, and review data for completeness and accuracy according to standard guidelines. Additionally, maintaining office inventories, asset records, receipts, and documentation systems is essential, along with managing incoming and outgoing correspondence and general office administration. The position also requires supporting office setup, renovations, and relocation activities, assisting with document preparation, presentations, data entry, proofreading, and report compilation. Arranging complex travel plans and itineraries for staff and visitors, supporting special projects, research, and basic data analysis as assigned, and performing other administrative duties as required are also part of the role.

Required Qualifications:
The ideal candidate for the Administrative Assistant position should possess strong organizational skills and the ability to gather, recommend, and summarize data for reports. The candidate must demonstrate problem-solving abilities, attention to detail in composing, typing, and proofing materials, and the capacity to establish priorities and meet deadlines. A solid understanding of the area of specialization, program procedures, methods, and practices is essential, along with knowledge of program and staff responsibilities. Proficiency in using established filing and data systems, office software programs, information systems, and office equipment is required. The candidate should be able to communicate information clearly to staff, clients, and the public about services, processes, and procedures, utilizing program-specific terminology and drafting various documents accurately.

Educational Background:
Candidates should have at least an Associate’s Degree or its international equivalent in Business Administration or a related field. A Bachelor’s Degree is preferred, as it may provide a stronger foundation for the responsibilities associated with this role.

Experience:
Typically, candidates are expected to have a minimum of 3+ years of relevant experience in administrative roles. Experience working for a non-governmental organization (NGO) is preferred, as it may provide valuable insights into the specific operational context of the position.

Languages:
Fluency in both English and Arabic is mandatory for this position, as the role requires effective communication in both languages. Proficiency in additional languages may be considered an asset but is not explicitly required.

Additional Notes:
This position is subject to general supervision, with detailed instructions provided for new activities or special assignments. The role involves regular contact with individuals within the department and external contacts, requiring the ability to obtain or provide information that may require some explanation or interpretation. 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. The organization conducts appropriate screening checks for all offers of employment, including reference, criminal record, and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) and will request information from previous employers regarding any substantiated findings of misconduct. The organization fosters a healthy work/life balance through a competitive benefits package and professional development opportunities.