Job Summary

The Administrative Officer will work under the AD Finance and Operations. S/he will be performing a variety of administrative, operation support and procurement of materials, parts and equipment for the project and office. Position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/ referring/ assisting others, mail distribution, photocopying, submitting and processing purchase orders as authorized following policies and procedures for the operation of procurement activities. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Position may serve as the primary staff assistant to a department or manager.

Accountabilities:

Administration:

• Performs intermediate level administrative tasks.
• Serves as the primary point of contact for input from internal and external contacts.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Takes messages or fields/answers routine and non- routine questions.
• Must serve as the "gate keeper" for the schedules, determine needs, and handle conflicts in schedules with professionalism.
• Prepare routine status reports and track office-related metrics
• Manage routine internal website content updates and coordinate more complex website changes with webmaster.
• Coordinate scheduling, organizing, and execution of meetings, events, conferences, and offsites.
• Liaised with government partners to facilitate the processing of MoUs, work permits, and visas for all staff.
• Attend meetings, events, and forums.
• Assist in maintaining inventories, records, and receipts.
• Coordinate office renovations and relocation activities.
• Support actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at customer-wide meetings.
• Works in cooperation with other Administrative Associates to cover phones.
• Provides administrative support to staff for copying, faxing and large- scale mailings.
• Responds to staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Schedules meetings and meeting arrangements.
• Assists with the preparation of background materials for meetings and conferences.
• Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Assignments vary based on department and/or functional area.
• May handle special projects and execute research and data analysis tasks,
• Organizes and prioritizes large volumes of information and calls.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system.
• Retrieves information from files when needed.
• Establishes, develops, maintains, and updates the library of trade journals and magazines.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
• Arranges complex and detailed travel plans and itineraries.
• Compiles documents for travel- related meetings.
• Processes travel expense forms.
• Compiles data and prepares reports.
• Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
• Responds to regularly occurring requests for information.
• Works independently or as a member of a team on special and ongoing projects.
• Perform other relevant duties as assigned by Sir. Administration and HR Officer, the Associate Director, Finance and Operations or the Country Representative or Chief of Party.
• Handles confidential and non-routine information and explains departmental policies when necessary.

Procurement:

• Working as a requestor for initial procurement requisition (PR) and entering receipt notes for payment in DPA.

• Prepares, maintains, and reviews purchasing files, reports and price lists for department.
• Assists with developing bid specifications.
• Reviews requisition orders to verify accuracy, terminology and specifications.
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met.
• Approves bills for payment and calculates costs of orders and forwards invoices to appropriate accounts.
• Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors.
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Ability to gather, recommend and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Understands software is used to perform day-to-day functions.
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Knowledge of procurement standards and practices.
• Knowledge of company policies and procedures regarding procurement services.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.
• Gathers readily available information from office records to drafts e-mails, memos and other documents.
• Proofreads documents for grammar, spelling, punctuation, and basic formatting.
• Provides answers to requests for general information.
• Records and documents information accurately.

Problem Solving & Impact:

• Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
• Resolves recurring issues and problems as well as some unique situations.
• Anticipates problems and develops recommendations for management resolution.
• Detects and errors result in a reduction in time and customer/user dissatisfaction.

Supervision Given/Received:

• General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
• Contacts are typically with individuals within own department and with contacts outside own organization.
• Contacts involve obtaining or providing information or data requiring some explanation or interpretation.

Education: **

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

Experience: **

• Typically requires a minimum of 3+ years of relevant experience.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.
• Ability to lift 5 - 25 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e- mail), office telephone, and printer/copier.

Travel Requirements:

• Less than 10%

Date Created: 02-18-2012

**Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll.

The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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