POSITION OVERVIEW

The Administrative Assistant / Front Desk provides professional reception, administrative, and operational support to ensure the smooth day-to-day operation of the office. The role serves as the first point of contact for visitors, staff, clients, and other external stakeholders while supporting office coordination, communication, and general administrative functions. He/She will work in tandem with the Admin Associate and other Operations team members, under the supervision of the Operations Manager, in maintaining administrative records, filing systems, office supplies, logistics, meetings, correspondence, and other operational activities in accordance with organizational policies and procedures. Administrative Assistant / Front Desk position requires a highly organized, professional, dependable, and detail-oriented individual who can manage multiple priorities, maintain confidentiality, and provide effective support with minimal supervision.

Accountabilities

• Manage the front desk and provide a professional and welcoming first point of contact for staff, visitors, partners, and other stakeholders.
• Receive, screen, and direct visitors and general inquiries to the appropriate staff.
• Maintain an accurate visitor log and ensure that office reception and common areas remain orderly and professional.
• Receive, register, distribute, and dispatch incoming and outgoing packages and official documents.
• Assist in maintaining accurate and up-to-date administrative files, records, registers, and tracking systems.
• Support the organization and maintenance of electronic filing systems in accordance with organizational requirements.
• Assist with office supplies, inventory, and general office needs, including monitoring stock levels and preparing requests for replenishment.
• Support logistics arrangements for meetings, workshops, trainings, visitors, and other projects or office activities when required.
• Assist with maintaining workspaces by reporting maintenance and operational needs as may be required.
• Ensure the reception area is clean, organized, and welcoming
• Maintain confidentiality of organizational, personnel, financial, project, and other sensitive information.
• Ensure that administrative activities are conducted in accordance with applicable organizational policies and procedures.
• Coordinate with vendors, suppliers, couriers, landlords, service providers, and other external contacts as directed.
• Assist in gathering information and documentation required for administrative, operational, audit, or compliance purposes.
• Work in cooperation with other Administrative Associates to serve as a backup and assist with support coverage when needed.
• Promote a professional image of the organization through courteous communication and efficient service.
• Perform other duties as assigned by the Operations Manager or other authorized supervisor.

Applied Knowledge & Skills

• Demonstrated ability to provide professional reception and administrative support.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize competing demands.
• Good verbal and written communication skills in English.
• Good interpersonal and customer service skills.
• Ability to work effectively with staff at different levels of the organization.
• Communicate information clearly to staff, clients, and/or the public about services, processes, and procedures using prescribed or established guidelines
• Ability to maintain accurate records and follow established filing and tracking systems.
• Ability to handle confidential information with discretion and professionalism.
• Good working knowledge of Microsoft Office applications, particularly Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to use office equipment such as computers, printers, scanners, photocopiers, and telephone systems.
• Ability to work independently with appropriate guidance and supervision.
• Ability to work effectively as part of a team and collaborate with different departments.
• Demonstrated reliability, professionalism, flexibility, and willingness to support changing operational priorities.
• Knowledge of NGO administrative procedures or experience working in a development organization is an advantage.
• Familiarity with organizational compliance, procurement, logistics, or donor-funded project environments is an advantage.

Problem Solving & Impact:

• Identifies and recognizes problems that have established precedents and limited impact.
• Provides excellent customer service in a friendly, professional demeanor to internal and external clients.
• Detects errors easily and quickly within the immediate work unit, resulting in minor
• disruption or expense to correct.

Education:

• High school diploma or equivalent required.
• An associate degree in business administration, Office Administration, Management, Finance, or related field is preferred.

Experience:

• Minimum of 2–3 years of relevant experience in administrative support, reception, office management, customer service, or a related role.
• Previous experience in an NGO, international development organization, the U.S Department of State or donor-funded project environment is an advantage.
• Experience maintaining administrative records, filing systems, correspondence, inventories, and tracking mechanisms.
• Experience providing front desk, reception, or customer service support.
• Demonstrated ability to use Microsoft Word, Excel, Outlook, PowerPoint, and other standard office applications.
• Experience working with staff, visitors, vendors, suppliers, and other stakeholders in a professional environment.
• Knowledge of Liberian administrative and business practices is an advantage.

TYPE AND NATURE OF CONTACTS

The Administrative Assistant / Front Desk will have frequent contact with:

Internal Contacts

• Operations Manager as direct supervisor
• Project and program staff.
• Finance, procurement, human resources, programs, security, and other administrative staff.
• Field and project staff.

External Contacts

• Visitors, clients, partners, and members of the public.
• Vendors and suppliers.
• Couriers and delivery personnel.
• Landlords and maintenance/service providers.
• Government representatives and other external stakeholders, as appropriate.

Contacts will primarily involve exchanging information, responding to routine inquiries, coordinating administrative and logistical arrangements, receiving and distributing documents, scheduling meetings, and providing professional front-desk and administrative support.

The position is expected to maintain a high level of professionalism, confidentiality, courtesy, and responsiveness in all interactions.

FHI 360 is committed to providing a safe environment for all employees, beneficiaries, and anyone contracted by FHI 360. This includes taking measures to protect vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.

FHI 360 offers a competitive compensation package and is an equal opportunity employer. Interested candidates are encouraged to apply online at Join our team - FHI 360. Please note that only pre-selected candidates will be contacted.

The expected hiring salary range for this role is USD 9,643 - 12,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

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 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.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. 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 (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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