Office Assistant

Job Posting Organization:
FHI 360 is a collaborative and innovative community of experts operating in over 60 countries worldwide. Established with the mission to open opportunities for people everywhere, FHI 360 aims to help individuals lead full and healthy lives. The organization is dedicated to improving health and well-being, responding to crises, and strengthening community resilience. FHI 360 works closely with local leaders and mobilizes diverse perspectives, deep expertise, and data-driven solutions to address global challenges, particularly in health-related fields. The organization supports the United States Government in providing strategic technical support and direct service delivery to achieve epidemic control for HIV among at-risk populations, enhance Global Health security" style="border-bottom: 1px dotted #007bff !important;">Security, improve Maternal, Newborn, and Child Health, and address issues related to malaria and nutrition.

Job Overview:
The Office Assistant position at FHI 360 in Tajikistan is designed to provide essential administrative, logistical, and operational support to the HIV, Global Health Security, Maternal, Newborn and Child Health, and Nutrition Project Team. The role is crucial for ensuring the efficient day-to-day functioning of the office. The Office Assistant will report directly to the Operations Manager and will collaborate closely with project staff to facilitate various office administration tasks, including travel and logistics coordination, inventory management, records maintenance, and general office services. This position is integral to maintaining smooth operations and supporting the overall mission of FHI 360 in the region.

Duties and Responsibilities:
The Office Assistant will serve as the primary point of contact for inquiries from all units, resolving requests and directing visitors and vendors to the appropriate staff members. Responsibilities include receiving, logging, distributing, and tracking incoming mail, as well as coordinating outgoing correspondence, courier packages, deliveries, and interoffice mail. The Office Assistant will provide administrative and logistical support to the Security Focal Point and staff to ensure compliance with office security requirements and policies. Additionally, the role involves maintaining and updating the inventory of FHI 360/Tajikistan office property, equipment, and supplies, preparing asset handover and acceptance certificates, and tracking stock levels of supplies and household goods. The Office Assistant will support the operation of office equipment, internet access, and other office services, reporting technical issues to service providers or relevant staff. Logistical support for staff and visitors during business travel and field trips, including transportation, accommodation, visa/insurance arrangements, and travel expense report submissions, is also a key responsibility. The Office Assistant will assist with team meetings by arranging facilities, preparing materials and agendas, processing purchase requests, coordinating speakers, taking notes, and arranging translation services. Other duties include reviewing and recording supplier invoices, preparing and formatting routine correspondence and administrative documents, maintaining organized administrative files, and supporting the induction of new staff members. The Office Assistant may also participate in procurement selection committees and contribute to the review and evaluation of procurement-related submissions as required, along with performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with higher education preferred. A minimum of three years of relevant experience in administration and office operations is required. The ideal candidate should have the ability to coordinate support staff and service providers, knowledge of relevant administrative, safety, and storage requirements, and experience in maintaining documentation and reporting on the flow of goods and records. Proficiency in MS Word, Excel, and Outlook is essential, along with demonstrated professionalism, integrity, and ethical values. The ability to meet tight deadlines and manage multiple tasks with minimal supervision is crucial, as are excellent written and oral communication skills. Fluency in Russian, Tajik, and English is mandatory for this position.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent, with a preference for candidates who have pursued higher education. This educational foundation is essential for understanding the administrative and operational tasks associated with the role.

Experience:
The position requires a minimum of three years of relevant experience in administration and office operations. This experience should include coordinating support staff and service providers, maintaining documentation, and managing office logistics effectively. Candidates should demonstrate a strong ability to handle multiple tasks and meet deadlines in a fast-paced environment.

Languages:
Fluency in Russian, Tajik, and English is required for this position. These language skills are essential for effective communication within the office and with external stakeholders, ensuring that all administrative and logistical tasks are carried out efficiently.

Additional Notes:
The Office Assistant position is open to Tajik nationals or individuals legally authorized to work in Tajikistan. The role may require travel within Tajikistan, estimated at 5-10%. The expected hiring salary range for this role is TJS 104,000 - 140,000 for annual basic salary, with considerations for relevant years of experience and education. FHI 360 is an equal opportunity employer and is committed 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, which may involve requesting information from previous employers regarding any substantiated findings of misconduct.