Job Description

ADMINISTRATIVE ASSISTANT / RECEPTIONIST

Job Code: ADMN10024

Job Family: Administrative Support Compensation Band: Band H

POSITION OVERVIEW

The Administrative Assistant/ Receptionist provides daily administrative and office services in support of the country office’s operations. Serves as the first point of contact for visitors and external stakeholders, receives and directs visitors, manages incoming calls, and supports visitor access procedures. Assists with office, conference room set up, travel arrangements and mail operations. Facilitates routine office maintenance duties, maintains office equipment and supplies Supports the effective operation and maintenance of office facilities. Supports and follows procedures for facilities and equipment operations to meet building and safety codes.

KEY RESPONSIBILITIES

· Manages the reception/front desk and serves as the first point of contact for visitors and external stakeholders;

· Welcomes and directs visitors and notifies the relevant staff member of their arrival;

· Answers, screens, and routes incoming telephone calls;

· Provides general information and guidance to visitors;

· Ensures that the reception area is professional and well organized;

· Coordinates with Administration, Facilities, and Security on visitor access, deliveries, and other front-office matters.

· 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 administrative support for travel and meetings, including assisting with hotel reservations, transportation arrangements by coordinating travel authorization (TA) and follow-up to support the timely completion and submission of staff travel expense reports.

· Assists in conference room scheduling, coordination of food, beverage, and meeting logistics.

Assists with office set-ups and mail operations.

· Facilitates routine office maintenance duties, maintains office equipment and supplies. Overseeing physical record retention in accordance with FHI 360 and local policies.

· 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 assigned by Administrative Senior Officer, 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 to establish priorities and meeting deadlines.

· Proven sensitivity and effectiveness in diverse, 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

· No supervisory responsibility.

· Close supervision involving detailed instructions and frequent monitoring of work performance.

· Typically reports to the Senior Administrative Officer.

EDUCATION & EXPERIENCE REQUIRED

· High School Diploma or its international equivalent

· 3 years of clerical and administrative support experience.

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 screens 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%

The expected hiring salary range for this role is USD 17,000 - 21,000 for annual 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. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

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 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.

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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