FHI 360 is seeking qualified candidates for the position of Administrative Assistant.
Position: Administrative Assistant.
Under the supervision of the Associate Director, Operations, the incumbent performs secretarial and administrative support to the implementation of the programs in areas of logistical arrangements and good office management.
Duties and Responsibilities:
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies Carries out administrative duties such as filing, copying, binding, scanning etc. Makes travel arrangements for staff such as booking flights, vehicles, and hotel or restaurant reservations. Check and sign for deliveries, before informing the relevant member of staff of their arrival. Deliveries by post or courier will include valuable items. Follow procedures and ensure security of valuables. In charge of the reception area. Answering phone calls; Schedule appointments and maintains senior staff calendar, receives high ranking visitors, and answers queries with discretion. Greet and welcome visitors to the Office, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival. Keep a record of visitors signing in and out of the building Prepares briefing materials for senior staff for use on official trips and special meetings. Receive and process invoices from suppliers and ensure costs are allocated to the relevant projects. Facilitate office procurements Assist in the coordination of workshops to assist in expenditure reconciliation. Performs other duties as required.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
Knowledge of health and social programs including HIV/AIDS. Thorough knowledge of modern office procedures. Ability to work well with others and to develop strong team spirit. Well developed computer, written and oral communication skills.
MINIMUM RECRUITMENT STANDARDS
Diploma in Business Administration or its equivalent.
Six to seven years secretarial experience, three of which should be at a senior secretarial level.
Proven shorthand and typing ability.
Excellent communication skills.
Good computer skills.
Experience must reflect the knowledge, skills and abilities listed above.
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.
How to apply
Interested candidates may apply online through FHI 360’s Career Center at https://www.fhi360.org.careers . Detailed Job Description can be found at FHI 360 careers site.
Closing date of receiving applications is April 30, 2021. FHI 360 is an Equal Opportunity Employer. Only shortlisted applicants will be invited for interview