Administrative Officer

Job Posting Organization:
FHI 360 is a nonprofit organization that focuses on 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 workforce of over 4,000 employees. The organization is dedicated to addressing global health challenges, including HIV/AIDS, maternal and child health, and infectious diseases, through innovative programs and partnerships. FHI 360 is committed to safeguarding the welfare of everyone who engages with its programs and adheres to strict ethical standards in its operations.

Job Overview:
The Administrative Officer position is crucial for supporting the operational functions of FHI 360's projects in Ghana, specifically the Meeting Targets and Maintaining Epidemic Control (EpiC) and Strengthening Infectious Disease Detection Systems (STRIDES) projects. This role encompasses a wide range of administrative and operational support duties, including general administration, procurement, travel management, office maintenance, and logistics planning. The Administrative Officer will work closely with managers to ensure that organizational policies are consistently applied, contribute to process improvements, and provide guidance to junior administrative staff. The position requires a proactive approach to problem-solving and the ability to work independently as well as collaboratively within a team.

Duties and Responsibilities:
The Administrative Officer will be responsible for processing purchase orders for goods and services in accordance with organizational policies and donor requirements. This includes conducting market research, obtaining competitive quotations, and coordinating with vendors to ensure timely delivery of goods and services for office and project activities. The officer will provide administrative support for the management of office building operations, including utilities and maintenance of office equipment. Additionally, the role involves coordinating transport for goods and staff, managing departmental travel operations, arranging hotel reservations, and ensuring compliance with travel policies. The officer will also process procurement requests and purchase orders, ensure timely processing of invoices, and contribute to monthly reporting in line with organizational guidelines. Other duties may be assigned by the Senior Finance Manager or designated supervisor.

Required Qualifications:
Candidates must possess a Bachelor’s degree along with a minimum of three years of relevant experience in office administration, supply chain management, procurement, fleet management, or warehousing. Excellent communication skills are essential, as is the ability to work independently and as part of a team. The ideal candidate should be a proactive problem solver who can exercise judgment within defined practices and policies. Proven shorthand and typing ability, good computer skills, and knowledge of health and social programs, particularly related to HIV/AIDS, are also required. A thorough understanding of modern office procedures and the ability to develop strong team spirit are important attributes for this role.

Educational Background:
A Bachelor’s degree in a relevant field is required for this position. The degree should be complemented by relevant coursework or training in office administration, supply chain management, or a related discipline to ensure the candidate has the foundational knowledge necessary for the role.

Experience:
The position requires a minimum of three years of relevant experience in office administration, supply chain management, procurement, fleet management, or warehousing. Candidates should demonstrate a track record of effectively managing administrative tasks and supporting operational functions within an organization, particularly in a health-related context.

Languages:
Fluency in English is mandatory for this position. Proficiency in additional languages may be considered an asset, particularly if they are relevant to the populations served by FHI 360's programs in Ghana.

Additional Notes:
This position is based in FHI 360’s office in Accra, Ghana. The expected hiring salary range for this role is indexed to USD 9,000 - 13,000 for annual basic salary. The organization considers various factors when determining an offer amount, including relevant years of experience and education, internal equity, market pay, and budget constraints. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse, exploitation, and harassment in its work environments and programs. The organization also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) and conducts appropriate screening checks for all offers of employment.