Administrative Assistant at FHI 360

Job Summary:

The Administrative Assistant is expected to organize and provide administrative support to the NTDP and the Ghana Act| West program. He/she will be expected to ensure that the NTDP receives all the administrative and operational support needed for effective and efficient implementation of planned activities including initiating and facilitating procurement processes in collaboration with the GHS and FHI 360 procurement units. He/she will be responsible for correspondence of the NTDP with other GHS units and partners as well facilitate all preparatory work for meetings and workshops organized by the NTDP.

Accountabilities:

•   Organize and provide administrative and operational support for the NTDP of the GHS for the implementation of the Act| West program.

•   Use systems and processes to assure smooth and timely flow of work.

•    Liaise between the GHS NTD Program and the FHI360 Ghana Country Office on administrative issues including procurement and provision of all materials in the approved budget for the GHS NTD program.

•   Facilitate maintenance of office equipment, vehicles and utilities.

•    Facilitating production of final versions, type, format, edit correspondence, papers, reports, proposals, sub agreements, purchase requisitions, and other written work generated by assigned staff members.

•   Compose general correspondence, schedules and memoranda as needed.

•   Prepare minutes for meetings and follow up with staff members for action items.

•   Organize and set-up internal meetings.

•    Assist with organization of meetings and special events with stakeholders including other units of the GHS and partners

•    Work with the PM of the NTDP and the Act| West Program Manager to develop Act| West program reports (annual work plan and budgets, semiannual progress report, trip reports) according to GHS, FHI360 and USAID requirements.

•    Support the finance officer to Monitor FAA deliverables and execution to ensure that the Act|West     program is on track according to terms and resources used in accordance with USAID regulations and FHI policies and procedure.

Applied Knowledge & Skills:

• In-depth functional knowledge in the area of specialization and detailed knowledge of related areas in the organization.
• Comprehensive understanding of the external environment and how it affects the industry in general and FHI in particular, including political, legal, environmental, financial and social influences.
• Comprehensive understanding of the organization’s structure, policies and practices, and the impact on own area.
• Strong coordination, analytical and problem-solving skills.
• Ability to exchange information, present recommendations and collaborate with colleagues and peers within the organization and possibly externally.
• Ability to influence others of the benefits/importance of an idea or plan of action and to gain their support or commitment.
• Strong negotiation skills and ability to reach mutual points of agreement and benefit among peers and colleagues.

Education:

•   Bachelor’s degree or its international equivalent in  Business  Administration, Management or related field.

Experience:

• Minimum of 2-4 years’ experience in an administrative position.
• Experience in a Non-governmental Organization (NGO) – local or International may be an advantage.
• Excellent organizational skills and strong ability to manage and meet multiple tasks.
• Use of appropriate judgment to execute duties and responsibilities.
• Excellent written and verbal communication skills in English.
• Relevant skills on computer software, particularly Microsoft Office

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

• Less than 20%

FHI 360 is an equal opportunity and affirmative action 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.