Administration Officer 108 views5 applications

JOB TITLE:                    Administration Officer           

REPORTS TO:             Finance and Operations Manager-IDDS                       

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. 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.

JOB SUMMARY:

Overview: Infectious Disease Detection and Surveillance (IDDS) is a five-year USAID-funded project with the following overall objectives: (1) Improve the detection of diseases of public health importance and identification of antimicrobial resistance (AMR) in priority infectious diseases through an accessible, accurate, adaptable, timely, and integrated diagnostic network system; (2) Improve the quality of real-time surveillance systems for pathogens of greatest public health concern, including AMR and zoonotic diseases, and; (3) Generate evidence-based guidance and innovative solutions to strengthen in-country diagnostic networks and surveillance systems.

FHI 360 is seeking an Administration Officer. This position will provide support and assistance to the IDDS technical team on project management and implementation activities in Ethiopia.  S/he will coordinate with the FHI 360 Country Office to provide critical operations support to the technical team.  S/he will be responsible for administrative duties including travel and logistics arrangements, technical team event arrangement and visitor liaison functions.  S/he will ensure that all office functions – including financial transactions, banking transfers and payments are handled efficiently and on time.

The position will be based in Addis Ababa, Ethiopia.

DUTIES AND RESPONSIBILITIES

·         Provide support to the technical and program staff/team including secretarial duties, such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and paper filing system.

·         Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings.

·         Set up, maintain and update the filing system to include project documents including work plans, project reports, project updates and other project – related documents. Maintain and distribute project materials as appropriate or as directed by senior project staff.

·         Assist technical team members with the preparation of routine and ad hoc project reports, such as weekly updates, annual work plans, etc.

·         Responsible for coordinating travel authorization (TA) and travel expense reports of staff and coordinate with accounting and finance staff to ensure timely submission of the TAs and TERs. Make staff travel arrangements e.g. hotel bookings, ticketing, travel insurance etc.

·         Visa processing and related issue for HQ/ESARO staff when come to CO

·         Assist in maintaining and updating of inventory of office furniture, office supplies and other office equipment.

·         Make sure that all borrowed equipment is returned after use by staff and/or consultants.

·         Assist local procurement in accordance with FHl360 and USAID regulations and procurement plans, including oversight of all bids and billing as appropriate.

·         Deliver or forward the approved purchase order to selected supplier for verification and confirmation of the order and collect the purchased items.

·         Perform other incidental duties as assigned.

QUALIFICATIONS

Education/Experience:

• Bachelor’s degree in business studies, Secretarial Science & Office Management, Management, Accounting or other related field.
• At least 5 years’ relevant experience in office management and administration.
• Must have prior work experience on USAID programs with USAID/PEPFAR funded programs.
• Working knowledge of office software, including Word, Excel and PowerPoint.
• Must be well organized, self-starter with attention to detail.
• Must have excellent communication skills and good command in both written and spoken French and English.
• Must have experience with U.S. government rules and regulations and experience working in an international NGO environment.

• Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
• Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
• Able to work independently and on a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.

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.