Administrative Associate, Front Office & Stores job at FHI 360

Job Description

Job Summary

The Administrative Associate, Front Office and Stores will be responsible for managing the front office, stores, and physical inventory and fleet. S/He will perform a variety of routine administrative tasks and office support duties including initiating and following up of various requests for logistics support and procurements, answering phone calls and distributing mail. This position requires knowledge of organizational and departmental policies and procedures 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, and photocopying. 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.

Key Duties & Responsibilities

• Supports program staff in preparing procurement requests for EpiC and STRIDES in-country procurements.
• Assists with consultant hiring, including maintaining a database for all consultant documents, ensuring that the documents received are correct, and payments are made to all in-country consultants.
• Ensures that vehicles and assets are properly insured and licensed, and repair, replacement and disposal of all office supplies, utilities, equipment, and assets are done according to approved procedures.
• Works with and supervise office premises landlord, out-sourced security and cleaning services to ensure that office premises are maintained in pristine conditions, outsourced services are delivered as per respective contracts and respective invoices are submitted and processed promptly.
• Ensure that communications are promptly and accurately dispatched.
• Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
• 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.
• Communicates with both internal and external personnel as required.
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Assists the HR Officer to schedule and organize complex activities such as staff meetings, internal workshops, travel, conferences, and department activities for members of the department.
• Acts as a liaison with other departments and outside agencies, including senior/executive management.
• Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
• Prepares agendas, notices, minutes, and resolutions for corporate meetings.
• Assist with coordination of meetings, facilities planning and logistics required.
• Takes notes at meetings and distribute to appropriate staff.
• Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
• Coordinates set-up, invoicing, and payment for third party suppliers and outside vendors.
• Maintains various databases and spreadsheet files as requested by management.
• Assigns work/task responsibilities for projects as directed by management.
• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
• Maintains of library and classification and filing of new items.
• Carry out any other administrative duties as may be assigned

Educational Qualifications, Experience, & Skills Required

• Associates Degree or International Equivalent in Business Administration or Related Field from a recognized University.
• Bachelor’s Degree preferred.
• Typically requires a minimum of 3+ years of office administration and management experience relevant 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 telephone coverage, 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.

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