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 context-appropriate solutions. Established with a mission to address interdependent development challenges, FHI 360 employs experts across various fields including health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing. This diverse expertise allows the organization to tackle complex issues effectively. FHI 360 operates in multiple countries, focusing on creating impactful solutions tailored to local needs, and has a significant workforce dedicated to these efforts.

Job Overview:
The Administrative Assistant will work under the supervision of the Finance Operations Manager, providing support for the management of administrative activities at the Bunia base. This role is crucial for ensuring the smooth administrative functioning of the Bunia office and ensuring compliance with FHI 360's internal procedures and applicable regulations. The position involves a variety of tasks that require strong organizational skills, attention to detail, and the ability to work collaboratively with different teams. The Administrative Assistant will be responsible for maintaining legal compliance, managing travel logistics, supporting team management, and facilitating communication and reporting within the organization. This role is essential for the operational efficiency of FHI 360's emergency response activities, particularly in light of the ongoing Ebola virus outbreak in the region.

Duties and Responsibilities:

• Administrative Management: Ensure compliance with legal and regulatory obligations applicable to FHI 360's activities in coordination with the Bunia office. Manage the administrative follow-up and renewal of official documents (registration certificate, framework agreement, ministerial orders, administrative authorizations, etc.). Liaise with provincial administrations regarding tax management and local administrative obligations. Manage lease contracts, accommodation agreements, and administrative relations with hotels and service providers. Participate in administrative inspections conducted by competent authorities in coordination with the Human Resources department. Ensure proper physical and electronic archiving of all administrative documents. Stay informed about legal, regulatory, and administrative developments that may affect the organization's activities.
• Travel and Movement Management: Prepare mission orders and ensure their validation by the Finance and Operations Manager to facilitate staff travel. Coordinate with the logistics department to organize arrivals, receptions, and departures at the airport for national and international staff and visitors. Ensure the administrative preparation of expatriate staff missions, including visas, authorizations, accommodation, and other necessary arrangements. Ensure the availability and compliance of required documents for professional travel.
• Team Management Support and Compliance: Ensure that team members in Bunia understand and apply FHI 360's internal policies, procedures, and regulations. Raise awareness among the team about ethical principles, conduct rules, and compliance requirements. Ensure adherence to applicable safety procedures and measures at the base. Promptly report any violations of safety rules, legal requirements, or institutional policies to management.
• Communication, Reporting, and Audit: Actively participate in Support Services department meetings. Prepare and submit required monthly, quarterly, and annual administrative reports in coordination with the Human Resources department. Communicate clearly, accurately, and in a timely manner with employees regarding administrative matters within the scope of responsibility. Support Human Resources coordination during internal and external audits and during control or evaluation missions. Alert management to any situation that may compromise adherence to institutional policies or FHI 360's values.
• Other: May be required to perform any other tasks compatible with their functions at the request of their supervisor, depending on the organization's operational needs.

Required Qualifications:
Candidates must hold at least a university degree (minimum BAC) in business management or an equivalent qualification. A minimum of 3 years of significant professional experience in a similar position is required. Prior experience within an international NGO is an asset. Proficiency in standard office software (Word, Excel) is essential. Candidates must be fluent in Swahili and French (reading, speaking, and writing). Proficiency in English is an advantage. Candidates should demonstrate strong organizational skills, a sense of priorities and responsibilities, excellent interpersonal and communication skills, and the ability to listen effectively. A team spirit, autonomy, proactivity, and the ability to work under pressure in a multicultural environment are also important.

Educational Background:
A minimum educational requirement for this position is a university degree (BAC minimum) in business management or an equivalent qualification. This educational background is essential to ensure that the candidate possesses the necessary theoretical knowledge and skills to perform the administrative functions effectively.

Experience:
Candidates should have at least 3 years of significant professional experience in a similar administrative role. Experience working within an international NGO is considered an asset, as it provides valuable insights into the operational and regulatory frameworks that govern such organizations. The ability to navigate complex administrative environments and manage multiple tasks efficiently is crucial for success in this position.

Languages:
Fluency in Swahili and French is mandatory for this position, as these are the primary languages used in the workplace. Candidates must be able to read, write, and speak both languages proficiently. Proficiency in English is considered a valuable asset, as it may facilitate communication with international staff and stakeholders.

Additional Notes:
FHI 360 offers a competitive salary range for this role, estimated between USD 13,000 and 18,000 annually for gross salary (including basic and allowances) for national local hires. The organization takes into account various factors when determining salary offers, including relevant years of experience, education, internal equity, market pay, and budget considerations. For internal candidates, salary placement will also adhere to FHI 360's current promotional increase guidelines. This job posting outlines the main duties of the position but does not prescribe or restrict the exact tasks that may be assigned. Management reserves the right to review and revise this document at any time. FHI 360 is an equal opportunity and affirmative action employer, committed to preventing discrimination based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law. The organization is dedicated to safeguarding against abuse, exploitation, and harassment in its work environments and programs. All offers of employment will be subject to appropriate screening checks, 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. By applying, candidates confirm their understanding of these recruitment procedures and consent to the necessary screening checks. FHI 360 will consider all qualified applicants, including those with criminal histories, in accordance with applicable state and local laws.