Administrative & Logistics Assistant

FHI 360 Lesotho

Administrative & Logistics Assistant

FHI 360 is a non-profit human development organization dedicated to advancing equity, health and wellbeing through data-driven, locally led solutions — so that humanity thrives. 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 60 countries, all 50 U.S. states and all U.S. territories. FHI 360 Lesotho is currently seeking qualified candidates for the position of Administrative & Logistics Assistant. The position will be based in Maseru, Lesotho.

SECURE Project Description

The USAID Sustaining Epidemic Control through Unified Prevention (SECURE) program is a five-year activity that seeks to build on this positive momentum by providing USAID a flexible, locally led response differentiated by target population and built on our record of success in Lesotho, existing presence across the target geography, and FHI 360’s deep bench of technical expertise. Our approach seeks to strengthen the system that provides integrated primary health care (PHC), health promotion, health systems strengthening and preventive services and transitions leadership to key government-led services and local implementers. Our partners offer complementary expertise and trusted relationships with the Government of Lesotho (GOL), stakeholders, and communities. Our team will serve as mentors, trainers, advisors, and facilitators to bolster local partner and government capacity, skills, and tools to lead the HIV prevention response toward reaching, maintaining, and sustaining HIV epidemic control.

Job Summary

Performs a variety of administrative and office support duties. Position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/ referring/ assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Position may serve as the primary staff assistant to a department or manager.

Note: This position typically supports a mid-level size project/department, provides support to multiple teams/departments or is part of an administrative staff in support of a large/highly complexed project team/department.

Accountabilities

• Performs intermediate level administrative tasks.
• Serves as the primary point of contact for input from internal and external contacts.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Takes messages or fields/answers routine and non- routine questions.
• Must serve as the \"gate keeper\" for the schedules, determine needs, and handle conflicts in schedules with professionalism.
• Prepare routine status reports and track office-related metrics
• Manage routine internal website content updates and coordinate more complex website changes with webmaster.
• Coordinate scheduling, organizing, and execution of meetings, events, conferences, and offsites.
• Attend meetings, events, and forums.
• Assist in maintaining inventories, records, and receipts.
• Coordinate office renovations and relocation activities.
• Support actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at customer-wide meetings.
• Works in cooperation with other Administrative Associates to cover phones.
• Provides administrative support to staff for copying, faxing and large- scale mailings.
• Responds to staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Schedules meetings and meeting arrangements.
• Assists with the preparation of background materials for meetings and conferences.
• Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
• Assignments vary based on department and/or functional area.
• May handle special projects and execute research and data analysis tasks,
• Organizes and prioritizes large volumes of information and calls.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system.
• Retrieves information from files when needed.
• Establishes, develops, maintains, and updates library of trade journals and magazines.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the department.
• Arranges complex and detailed travel plans and itineraries.
• Compiles documents for travel- related meetings.
• Processes travel expense forms.
• Compiles data and prepares reports.
• Drafts written responses or replies by phone or e-mail when necessary for staff members, as requested.
• Responds to regularly occurring requests for information.
• Works independently or as a member of a team on special and ongoing projects.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, and Senior Vice Presidents.
• Handles confidential and non-routine information and explains departmental policies when necessary.

  Applied Knowledge & Skills

  • Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
  • Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
  • Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
  • Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
  • Understands 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.
  • Utilizes program specific terminology.
  • Gathers readily available information from office records to drafts e-mails, memos and other documents.
  • Proofreads documents for grammar, spelling, punctuation, and basic formatting.
  • Provides answers to requests for general information.
  • Records and documents information accurately.

    Problem Solving & Impact

    • Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
    • Resolves recurring issues and problems as well as some unique situations.
    • Anticipates problems and develops recommendations for management resolution.
    • Detects and corrects errors resulting in a reduction in moss time and customer/user dissatisfaction.

      Supervision Given/Received

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      • General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
      • Contacts are typically with individuals within own department and with contacts outside own organization.
      • Contacts involve obtaining or providing information or data requiring some explanation or interpretation.

        Education

        • Associate’s degree or International Equivalent in Business Administration or Related Field.

          Experience

          • At least 3 years of relevant experience.

            Technology to be Used

            • Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.

              Travel Requirements

              • Less than 10%

                This job description 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.

                The position will ideally be based in Maseru, Lesotho and work out of the FHI 360 office. This is a local position.

                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.

                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.

                Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

                FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

                FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
                
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