ADMINISTRATIVE ASSISTANT
Job Code: ADMN10029
Job Family: Administrative Support
Location: Nampula
Reports to: Provincial Technical Officer- Surveillance
Functional Reporting to: Finance and Administration Manager
Position Overview
The Administrative Assistant provides daily administrative and office services in support of the country office’s operations. Assists with office and conference room set up and mail operations. Performs routine office maintenance duties, maintains office equipment and supplies. Ensure office facilities are properly operated and maintained. Supports and follows procedures for facilities and equipment operations to meet building and safety codes.
Key Responsibilities
- Performs general and routine administrative tasks.
- Assists with obtaining quotations, completing procurement documentation, and maintaining procurement files in accordance with organizational requirements.
- Tracks office supply inventory and supports routine purchases of low-value goods and services under the guidance of senior administrative staff.
- Provides routine administrative support for travel and meetings, including assisting with hotel reservations, transportation arrangements, conference room scheduling, and coordination of food, beverage, and meeting logistics.
- Assists with office set-ups and mail operations.
- Performs routine office maintenance duties, maintains office equipment and supplies.
- Overseeing physical record retention in accordance with FHI 360 and local policies.
- Reviews data and information for completeness and accuracy using standard guidelines.
- Provides employees with office supplies, performs data entry, proofreads, and compiles special reports
- Receives and distributes incoming mail and coordinates outgoing mail, including courier Perform other duties as assigned by Administrative Manager, or other designated supervisor in country.
Applied Knowledge And Skills
- Basic understanding of documentation requirements regarding procurement transactions.
- Demonstrates general understanding of the area of specialization, of program procedures, methods, and practices.
- Use established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understanding of software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Ability to utilize program specific terminology.
CORE COMPETENCIES
- Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Ability of establishing priorities and meeting deadlines.
- Proven sensitivity and effectiveness in cross-cultural environments
PROBLEM SOLVING & IMPACT
- Identifies and recognizes problems that have established precedents and limited impact.
- Detecting errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.
SUPERVISION GIVEN & RECEIVED
- Has no supervisory responsibility.
- Close supervision involving detailed instructions and frequent monitoring of work performance.
- Reports to the Provincial Technical Officer- Surveillance.
- Functional Reporting to: Finance and Administration Manager.
Education & Experience Required
- High School Diploma .
- A minimum of 3 years of clerical and administrative support experience.
- Work experience in or with NGOs is an advantage
- Ability to work under pressure
- Fluency in Portuguese and intermediate knowledge of English
Qualifications
Articulate, professional and able to communicate in a clear, positive manner with clients and staff
TYPICAL PHYSICAL DEMANDS
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time. Ability to lift/move up to 10 lbs
TECHNOLOGY TO BE USED
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment
Travel Requirements
Less than 10%
