Administrative Assistant

1. Job Summary

The Administrative Assistant manages daily office tasks and provides basic administrative support to ensure the smooth operation of the organization. The role involves day-to-day office operations, reception services, and mail and courier functions to maintain an efficient, safe, and well-functioning work environment.

2. Key Responsibilities

• Answer phone calls, greet clients and visitors, and receive, sort, and distribute emails and mail.

• Monitor visitor access, issue identification badges, and maintain visitor logs.

• Provide routine administrative support for travel and meetings, including hotel reservations, transportation arrangements, conference room scheduling, catering, and meeting logistics.

• Perform routine office maintenance duties and maintain office equipment and supplies.

• File documents, update databases, and prepare reports.

• Provide employees with office supplies, perform data entry, proofread documents, and compile special reports.

• Process payments and handle petty cash as needed.

• Coordinate conference room management, workplace logistics, office moves, and meeting support services.

• Perform other duties as assigned by the Administrative Manager or another designated supervisor in the country.

3. Applied Knowledge and Skills

• Basic understanding of documentation requirements related to procurement transactions.

• General understanding of the relevant area of specialization, including program procedures, methods, and practices.

• Ability to use established filing systems, databases, and procedures that require knowledge of the program.

• Ability to review data and information for completeness and accuracy, following established guidelines and paying attention to detail.

• Understanding of software used for daily administrative functions, including office applications, information systems, and office equipment.

• Ability to communicate information clearly to staff, clients, and the public regarding services, processes, and procedures.

• Ability to use program-specific terminology.

4. Problem-Solving and Impact

• Identify and recognize problems with established precedents and limited impact.

• Detect errors quickly and accurately within the immediate work unit, minimizing disruptions and correction costs.

5. Supervision Given and Received

• No supervisory responsibilities.

• Works under close supervision, with detailed instructions and frequent monitoring of performance.

• Typically reports to a manager.

6. Education and Professional Experience

Education:

• High school diploma or its international equivalent.

Professional Experience:

• Typically requires 1–3 years of experience in clerical and administrative support.

7. Typical Physical Demands

• Work in a typical office environment.

• Ability to spend extended periods looking at a computer screen and performing repetitive keyboard tasks.

• Ability to sit and stand for extended periods.

• Ability to lift or move items weighing up to 10 lbs (approximately 4.5 kg).

8. Technology to Be Used

Personal computer or laptop, Microsoft applications (including Office 365 and SharePoint), communication platforms such as Skype, Zoom, and Teams, mobile phones, and standard office equipment.

9. Travel Requirements

Less than 10% travel.

10. Compensation

The expected annual base salary range for this position is USD 13,000–16,000.

The final offer will depend on several factors, including relevant professional experience, education, internal equity, market pay, and available budget.

11. Equal Opportunity and Safeguarding

FHI 360 is an equal opportunity employer and does not discriminate against employees or applicants on the basis of characteristics protected under applicable law.

FHI 360 is committed to preventing abuse, exploitation, and harassment in its work environments and programs. All personnel are required to share this commitment and comply with the organization’s code of conduct.

All employment offers are subject to appropriate screening checks, including reference checks, criminal record checks, and terrorism finance checks. FHI 360 may also contact previous employers regarding substantiated findings of sexual abuse, exploitation, or harassment, in accordance with applicable recruitment procedures.

FHI 360 will never request money, goods, or services during the application, recruitment, or employment process.