Administration Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving health, education, and economic opportunities for individuals and communities. Established with a mission to help people live healthy lives, FHI 360 operates in multiple countries, focusing on various global health issues. The organization has a significant presence in Laos, where it has supported the Ministry of Health for many years, particularly in HIV programming through initiatives like the LINKAGES and EpiC projects. FHI 360 employs a diverse workforce and collaborates with national and provincial partners to strengthen health systems and address public health threats.

Job Overview:
The Administration Officer position is integral to the EpiC Laos Global Health security" style="border-bottom: 1px dotted #007bff !important;">Security team, providing essential administrative and logistical support to ensure the smooth operation of daily activities. This role encompasses a variety of tasks, including organizing meetings, training sessions, travel arrangements, procurement processes, and overall office operations. The Administration Officer plays a crucial role in enabling the GHS technical team to execute their activities efficiently and on schedule. Additionally, the officer will provide direct administrative support to the Project Director and senior staff, ensuring that all necessary materials and arrangements are in place for successful project implementation.

Duties and Responsibilities:
The Administration Officer will be responsible for a wide range of duties, including but not limited to: supporting daily office operations for the GHS team, maintaining files, documents, schedules, and basic records, preparing reports, letters, and meeting materials, managing the printing, scanning, and distribution of documents, and supporting the planning and logistics for meetings, workshops, and trainings. The officer will also arrange travel and prepare related documents, support travel authorizations, expense forms, and trip reports, assist with logistics for field visits, and coordinate with provincial partners. In terms of procurement, the officer will review procurement requests for completeness, request quotations, prepare basic procurement forms, support purchase orders, and follow up with vendors while maintaining inventories of office supplies and equipment. The officer will serve as a point of contact for visitors, partners, and staff, answer routine questions, support meeting scheduling, and help resolve calendar conflicts. Furthermore, the officer will assist the Project Director and senior staff with scheduling, organizing, and preparing materials for meetings and events, handle routine correspondence, and maintain confidentiality. Other duties may include assisting with internal updates, formatting documents, creating simple presentations, data entry, and responding to general requests for administrative assistance.

Required Qualifications:
Candidates for the Administration Officer position should possess an associate degree in business administration or a related field, with a bachelor's degree preferred. A minimum of six years of administrative experience is required, including at least three years supporting a health project. Experience with United States Government-supported programs is desirable, and familiarity with the Laos public health sector or non-governmental organizations is considered an advantage. Proficiency in Microsoft Office applications is essential, along with strong organizational skills, attention to detail, and the ability to manage multiple tasks and meet deadlines. English proficiency is preferred, which will aid in communication and documentation.

Educational Background:
The educational background required for this position includes an associate degree in business administration or a related field, with a preference for candidates holding a bachelor's degree. This educational foundation is crucial for understanding the administrative and logistical tasks associated with the role, as well as for effective communication and coordination within the team and with external partners.

Experience:
The position requires at least six years of administrative experience, with a specific emphasis on at least three years of experience supporting health projects. This level of experience is necessary to ensure that the candidate is well-versed in the complexities of administrative support within the health sector, particularly in relation to projects funded by the United States Government. Familiarity with the public health landscape in Laos or experience working with non-governmental organizations will be beneficial for the candidate.

Languages:
English proficiency is mandatory for this position, as it is essential for effective communication and documentation. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly if they are relevant to the local context or the populations served by the health projects.

Additional Notes:
This job description outlines the main duties of the position but does not limit tasks that may be assigned. Management reserves the right to revise the description at any time. FHI 360 offers competitive compensation and a comprehensive benefits package, with the expected hiring salary range for this role indexed at USD 7,600 - 9,500 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. For internal candidates, salary placement will follow FHI 360’s current promotional increase guidelines. The organization is committed to equal opportunity employment and safeguarding against abuse, exploitation, and harassment in the workplace.