Administrative Assistant (Operations) Job at Family Health International (FHI 360)

Family Health International (FHI 360) is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology - creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.

We are recruiting to fill the position below:

Job Position: Administrative Assistant (Operations)

Job Requisition ID: 2023201723
Job Location: Maiduguri, Borno
Job type: Full-time
Supervisor: Administrative Officer

Basic Function

• Under the direction of the Administrative Officer, the Administrative Assistant will be responsible for the provision of administrative and logistical services to all projects in the State.

Duties and Responsibilities

• Coordinate necessary arrangements for visitors, including travel logistics, meetings with staff and other organizations.
• Assists in UNHAS booking.
• Coordinate and manage Volunteer Management System VMS.
• Assist with production of non-routine publications, e.g., specific brochures.
• Assist with production of presentation materials for staff members.
• Use initiative to improve workflow and improve systems for clerical functions.
• Prepare minutes for meetings and follow up with staff members for action items.
• For final versions, type, format, edit correspondence, papers, reports, proposals,
• subagreements, purchase requisitions, and other written work generated by assigned staff members.
• Assist in the coordination of departmental/zonal budget and procurements; generate reports to assist in financial management reporting.
• Compose general correspondence, schedules and memoranda as needed.
• Develop and manage a database and record keeping system for assigned areas.
• Organize and set-up internal meetings.
• Assist with organization of meetings and special events.
• Performs other duties as assigned.

Qualifications and Requirements

• University Degree recognized equivalent or HND with 1-3 years of relevant experience.
• Familiarity with administrative and secretarial skills is an advantage.
• Familiarity with international NGOs is an advantage
• Experience with large complex organization preferred.

Knowledge, skills and abilities:

• Knowledge of general office practices and administrative procedures.
• Report to supervisor on variances and status on regular basis.
• Resourceful in gathering and providing information.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
• Well developed computer skills, including knowledge of Microsoft office products.
• Knowledge of budget preparation and monitoring.
• Excellent written, oral, interpersonal and organization skills.
• Experience using office management software, including word processing software and spreadsheets and PowerPoint.