ADMINISTRATIVE ASSISTANT / RECEPTIONIST

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

Job Overview:
The Administrative Assistant/Receptionist plays a crucial role in the daily operations of the country office by providing essential administrative and office services. This position serves as the first point of contact for visitors and external stakeholders, ensuring a welcoming and professional environment. The individual will manage incoming calls, assist with visitor access procedures, and support various office functions such as travel arrangements and mail operations. The role requires a proactive approach to maintaining office facilities and equipment, ensuring compliance with safety codes, and facilitating routine office maintenance duties. The Administrative Assistant/Receptionist is expected to demonstrate strong organizational skills and attention to detail while performing a variety of administrative tasks that support the overall efficiency of the office.

Duties and Responsibilities:

• Manage the reception/front desk, serving as the first point of contact for visitors and external stakeholders.
• Welcome and direct visitors, notifying relevant staff members of their arrival.
• Answer, screen, and route incoming telephone calls, providing general information and guidance to visitors.
• Ensure the reception area is professional and well organized.
• Coordinate with Administration, Facilities, and security" style="border-bottom: 1px dotted #007bff !important;">Security on visitor access, deliveries, and other front-office matters.
• Perform general and routine administrative tasks, including obtaining quotations and maintaining procurement files.
• Track office supply inventory and support routine purchases of low-value goods and services.
• Provide administrative support for travel and meetings, including hotel reservations and transportation arrangements.
• Assist in conference room scheduling and coordination of meeting logistics. 1
• Facilitate routine office maintenance duties and maintain office equipment and supplies. 1
• Oversee physical record retention in accordance with organizational policies. 1
• Perform data entry, proofread documents, and compile special reports as needed. 1
• Receive and distribute incoming mail and coordinate outgoing mail, including courier services. 1
• Carry out other duties as assigned by the Administrative Senior Officer or designated supervisor.

Required Qualifications:

• High School Diploma or its international equivalent.
• A minimum of 3 years of clerical and administrative support experience.
• Strong communication skills, both verbal and written, with the ability to articulate information clearly and positively.
• Basic understanding of documentation requirements regarding procurement transactions.
• Familiarity with office software programs and information systems.
• Attention to detail and the ability to review data for completeness and accuracy.
• Proven sensitivity and effectiveness in diverse, cross-cultural environments.

Educational Background:
The position requires a High School Diploma or its equivalent. Additional certifications in administrative support or related fields may be advantageous but are not mandatory.

Experience:
Candidates should have at least 3 years of experience in clerical and administrative support roles. This experience should demonstrate the ability to manage office tasks efficiently and effectively, with a focus on customer service and organizational skills.

Languages:
Fluency in English is mandatory, and proficiency in Portuguese is highly desirable due to the local context of the position. Knowledge of additional languages may be considered an asset.

Additional Notes:
This position is classified under Band H in the compensation structure, with an expected annual salary range of USD 17,000 - 21,00

• The role is full-time and does not involve supervisory responsibilities. The work environment is typical of an office setting, requiring the ability to sit and stand for extended periods and perform repetitive tasks. FHI 360 is committed to equal opportunity employment and safeguarding practices, ensuring a safe and respectful workplace for all employees.