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 diverse workforce of over 4,000 employees. The organization focuses on various sectors including health, education, and economic development, aiming to create a positive impact on communities worldwide.

Job Overview:
The Administrative Associate plays a crucial role in providing efficient administrative support to program activities. This includes managing procurement requests and logistics to ensure that program staff can effectively plan and coordinate activities. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks simultaneously. The Administrative Associate will be responsible for maintaining accurate records, coordinating logistics for meetings and events, and ensuring compliance with donor requirements. This role is essential for the seamless implementation of program activities and requires strong organizational skills and attention to detail.

Duties and Responsibilities:
The Administrative Associate will support program staff in various capacities, including planning, coordinating, and preparing activities and procurement requests. Key responsibilities include submitting approved procurement requests in DPA Software, coordinating the receipt of vendor invoices, and managing mobile money payments. The role also involves organizing meetings, workshops, and events, taking notes during meetings, and following up on action items. Additionally, the Administrative Associate will maintain asset inventory logs, support insurance and licensing needs, and assist with logistical arrangements for external technical consultants. The position requires effective communication with other departments and external organizations to gather and provide information as needed.

Required Qualifications:
Candidates must possess strong administrative skills and experience in office management. The role requires excellent interpersonal and communication skills, with a focus on customer service. The ability to work independently and collaboratively with various stakeholders is essential. Candidates should demonstrate strong organizational and time management skills, with the ability to prioritize tasks effectively. Proficiency in MS Office applications is required, along with the ability to maintain accurate records and prepare reports. Experience in monitoring expenditures and compliance with organizational objectives is preferred.

Educational Background:
A minimum of an Associate's Degree or its international equivalent in Business Administration or a related field is required. A Bachelor's Degree is preferred, as it provides a stronger foundation for the responsibilities of the role.

Experience:
Typically, candidates should have at least 3 years of experience in office administration and management. Experience working on USG-funded projects is highly desirable, as it demonstrates familiarity with the specific requirements and compliance standards associated with such funding. Candidates should also have a proven track record of managing expenditures and maintaining records effectively.

Languages:
Fluency in English is mandatory, as it is the primary language of communication within the organization. Additional language skills may be considered an asset, particularly if they relate to the regions in which FHI 360 operates.

Additional Notes:
This position is based in Kampala, Uganda, and may require limited domestic travel (less than 10%). The expected hiring salary range for this role is UGX 36,000,000 - 50,000,000 annually. FHI 360 offers a competitive benefits package and is committed to fostering a diverse and inclusive work environment. The organization emphasizes the importance of safeguarding and requires all personnel to adhere to its code of conduct. Employment offers are contingent upon successful completion of screening checks.