Job Summary:
Provide administrative support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity. Supports the planning and execution of STRIDES operational and technical initiatives. Assists with the monitoring of progress towards attainment of objectives and deadlines, reporting results as requested to appropriate staff. Communicates extensively with staff and colleagues to facilitate activity implementation across STRIDES.
Accountabilities:
Programmatic Support:
Provide administrative support including calendar management, scheduling, and managing expenses.
Attend STRIDES meetings; prepares pre-meeting and post-meeting notes and memos.
Plan for STRIDES meetings, including booking conference rooms; ordering catering; preparing materials, etc.
Support logistical arrangements for events, conferences, and workshops, including invitations and procurement of materials, supplies, refreshments, etc.
Manage STRIDES electronic files with a focus on filing contractual documentation (i.e., approvals, proof of deliverable submission, etc.); regularly review to ensure completion.
Provide communications support, including compilation of folders for external stakeholders; tracking communications materials inventory and working with teams to update and/or request additional materials, as needed.
Takes meeting notes and maintains project files. Maintains filing system of subcontract documents.
Programmatic Administration:
Support staff and consultant travel including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting.
Assist in the collection of information for use in reports; formats report drafts.
Maintain STRIDES distribution lists.
Send reminders to STRIDES team to stay on track with reporting deadlines.
Maintain, copy, and coordinate file storage and archiving.
Technical Requirements:
Assist in technical data collection, review and basic analysis.
Provides basic support to develop and disseminate tools, materials, reports, and papers.
Conducts searches of published literature, mobile software sites, blogs, on evolving issues.
Provides administrative support to workplan preparation and finalization.
Operational Support (Security, IT, HR, etc.):
Posts job descriptions.
Arranges interviews.
Sets-up technology for meetings.
Troubleshoots equipment issues.
Keeps and updates list of contacts.
Finance Support:
Payment processing: receive invoices in financial system of record, compile payment packages, obtain approvals and submit for processing.
Consultant support: compile consultant agreement packages, obtain approvals, and upload in financial system of record.
Serve as point of contact support for STRIDES staff, such as processing reimbursement requests and invoices.
Set up purchase orders in the finance system of record (HQ only).
May help track down cost information for budgeting purposes (other direct costs (ODCs), hotel costs, etc.).
Applied Knowledge & Skills:
Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Must be bale to read, write, and speak fluent English; fluency in a second language (Spanish, French, Portuguese, Arabic) desirable.
Basic knowledge of concepts, practices and procedures with project implementation.
Strong oral and written communication skills.
Demonstrated proficiency with Microsoft Office suite software.
Ability to problem solve and recommend corrective action as needed.
Strong organizational skills and attention to detail needed to adhere to STRIDES deadlines.
Education
Associate Degree or its International Equivalent in Communication and Social Marketing, Economic Development, Education, the Environment, Health, Nutrition, Research, Technology and Youth or a Related Field.
Experience:
Typically requires 0 - 2 years of relevant administrative experience supporting projects and/or a technical practice area.
Prior experience in a non-governmental organization (NGO) preferred. Prior experience implementing U.S. government-funded projects desirable.
Prior experience using Microsoft Office Suite preferred.
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 5 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%
The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
US Based Hiring Salary Range: USD 48,000 - 56,000 annual
International hiring ranges will differ based on locationโ
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.
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- Less than 10%