The Administrative Associate III will provide administrative and procurement support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity in Kenya.. This position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of project procurement, 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. This position may serve as the primary staff assistant to a department or manager. At the advanced level, the position may serve as a lead worker or may provide supervision to other employees.
Performs advanced level administrative tasks.
Serves as the primary point of contact for input from STRIDES internal and external contacts.
Reviews project data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
Coordinate relevant project team meetings, , secure facilities, prepare agenda, coordinate speakers, record meeting notes, etc.
Ensure that communications are promptly and accurately dispatched.
Takes messages or fields/answers routine and non-routine questions.
Works in cooperation with other Administrative Associates to cover phone calls.
Responsible for the development and design of improved project administrative procedures to promote the timely processing and submission of all administrative deliverables.
Responds to project staff requests for administrative support as needed.
Sets up and maintain project files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports, as appropriate.
Communicates with both internal and external project personnel as required.
Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.
Schedules and organizes complex activities such as project meetings, travel, conferences, and department activities for members of the department.
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 senior/executive management.
Handles confidential and non-routine project information and explains departmental policies when necessary.
Schedules and arranges meetings and conferences for management.
Coordinates project technical visits, travel authorizations, expense reports, to support implementation of the STRIDES projects in the Kenya country office.
Assist with coordination of meetings, facilities planning and logistics required.
Takes project minutes, prepare, and distribute to appropriate staff.
Manage the project procurement process from RFQ/RFP documentation, analyzing bids for submission to the evaluation committee for approval, processing of Purchase Orders after awards and managing vendors for timely delivery and payments for goods and services.
Managing and updating the project Asset Register by tracking and tagging assets, to ensure an up-to-date tracker for accountability.
Assist in periodic project Asset Verification exercise.
Monitoring and reviewing of project Vendors Service Agreements/Contracts to ensure they are updated.
Work closely with DTT in tracking and maintaining a log of all DTT related equipment.
Work closely with Sr. People and Culture Manager and Finance team in tracking and maintaining a log of archived project documents.
Assist in reconciling project stationery and consumables usage report for approval and replenishment.
Assist in maintaining and establish effective record keeping systems of documents in Administration electronically.
Procurement of project meetings/training/workshops venues, accommodation, transport, and other requirements for the Kenya country office project staff in line with DOS and FHI360 policies and guidelines.
Assigns work/task responsibilities for the project as directed by management.
Assists with the gathering, compiling and evaluation of project due diligence data.
Familiar with project guidelines.
Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.
Maintains of library and classification and filing of project new items.
Demonstrates in-depth 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.
Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
In-depth 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.
Utilizes program specific terminology.
Resolves and/or develops recommendations for issues and problems having broad impact.
Problem resolution may require some analysis of policy and procedures.
Serves as a resource to others in resolving non-standard issues and problems.
Errors may be difficult to detect and would normally result in loss of customer business, material, or equipment to resolve.
This position will supervise the drivers and the administrative associate I
May coordinate workload with other support staff across department(s).
No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.
Higher Diploma, Associates Degree, or International Equivalent in Business Administration or Related Field.
Bachelor’s Degree preferred.
Typically requires a minimum of 5+ years of relevant experience.
Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
Experience in administration, supervisory skills required
Prior experience in a non-governmental organization (NGO) preferred.
Science or health-related field experience preferred.
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.
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Less than 10%
The expected hiring salary range for this role is KES 2,500,000 - 3,500,000 annually for basic salary. 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, market pay,and budget.
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 employerwhereby 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
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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FHI 360 is a nonprofit organization that mobilizes research, resources and relationships so that people everywhere can access the opportunities they need to lead full, healthy lives. Our staff of more than 4,000 experts work in over 60 countries around the world.
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
Vision
We are working to create a world where opportunity is within reach for all people.
Mission
FHI 360 advances equity, health and well-being through data-driven, locally led solutions — so that humanity thrives.
