Administrative Associate job at FHI 360

Job Summary

The Administrative Associate is responsible for efficient management administrative support to program activities, including procurement request and logistics management.

Accountabilities:

• Support program staff in planning, coordinating and preparing activities and procurement requests.
• Submit approved program procurement requests in DPA Software
• Coordinate receipt of activity vendor invoices (hotels) in liaison with procurement and receipt them in DPA software.
• Support program activities with mobile money payments, attendance list, invitation of participants.
• Coordinate program logistical needs to ensure seamless implementation.
• Organize meetings, events, workshops, attend meetings, take notes, and follow up on actions and provide required logistics.
• Maintain asset inventory logs as per donor requirements and support insurance, licensing, repair and disposal of assets.
• Support logistical needs for external TDYs and technical consultants in the different technical areas.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.
• Problem resolution may require some analysis of policy and procedures.
• Serves as a resource to others in resolving non-standard issues and problems.

Supervision Given/Received:

• Limited supervision.
• May coordinate workload with other support staff across department(s).
• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.

Education:

• Associates Degree or International Equivalent in Business Administration or Related Field. Bachelor’s Degree preferred.

Experience:

• Typically requires a minimum of 3+ years of office administration and management experience.
• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
• Experience working on USG-funded projects preferred.
• Ability to maintain a variety of records, such as inventories of supplies and materials; prepare correspondence, forms, and reports.
• Ability to provide excellent administrative and customer service duties, including ordering office supplies, maintaining office equipment.
• Excellent interpersonal and communication skills including courteousness, tactful, and clear oral and written communications.
• Proven ability to work independently and be self-motivated; also work cooperatively and effectively with other Divisions, Departments/Country Offices, and all stakeholders.
• Strong organizational and time management skills; ability to prioritize tasks and adjust as needed.
• Ability to simultaneously support a team of professionals.
• Computer literacy in MS Office applications including Word, Excel, Power Point, Outlook, SharePoint/Teams

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e.,Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Ability to travel domestically less than 10%

• Support program staff in planning, coordinating and preparing activities and procurement requests.
• Submit approved program procurement requests in DPA Software
• Coordinate receipt of activity vendor invoices (hotels) in liaison with procurement and receipt them in DPA software.
• Support program activities with mobile money payments, attendance list, invitation of participants.
• Coordinate program logistical needs to ensure seamless implementation.
• Organize meetings, events, workshops, attend meetings, take notes, and follow up on actions and provide required logistics.
• Maintain asset inventory logs as per donor requirements and support insurance, licensing, repair and disposal of assets.
• Support logistical needs for external TDYs and technical consultants in the different technical areas.

• Excellent interpersonal and communication skills including courteousness, tactful, and clear oral and written communications.
• Proven ability to work independently and be self-motivated; also work cooperatively and effectively with other Divisions, Departments/Country Offices, and all stakeholders.
• Strong organizational and time management skills; ability to prioritize tasks and adjust as needed.
• Ability to simultaneously support a team of professionals.
• Computer literacy in MS Office applications including Word, Excel, Power Point, Outlook, SharePoint/Teams

• Associates Degree or International Equivalent in Business Administration or Related Field. Bachelor’s Degree preferred.
• Typically requires a minimum of 3+ years of office administration and management experience.
• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
• Experience working on USG-funded projects preferred.
• Ability to maintain a variety of records, such as inventories of supplies and materials; prepare correspondence, forms, and reports.
• Ability to provide excellent administrative and customer service duties, including ordering office supplies, maintaining office equipment.