Administrative Associate II, Act | West – Benin 174 views0 applications


Job Summary:

Provides program management support to the USAID-funded, Act to End NTDs | West program intended to support disease-endemic countries to control and/or eliminate neglected tropical diseases (NTDs) with proven, cost-effective public health interventions to treat and measure treatment impact against seven NTDs: lymphatic filariasis, blinding trachoma, onchocerciasis, schistosomiasis, and three intestinal worms known as soil-transmitted helminths.

Provides technical assistance and support to programs. Collects, complies, and analyzes information relevant to programs. Provides administrative and project support, in addition to communication efforts related to program management and execution. Ensures compliance with internal and external regulations. Monitors budget for programs and develops monitoring system for reviewing project status. Ensures completion of program while adhering to budget, scope, and schedule requirements. Develops/Reviews work plans, prepares presentations, and supports other related program objectives and deliverables.

Accountabilities:

  • Answers phones.
  • Takes messages or fields/answers routine and non- routine questions.
  • Provides information to callers.
  • 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.
  • Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
  • Communicates with both internal and external personnel as required.
  • 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:

  • 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.
  • Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
  • 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.
  • Errors may be detected and corrected but may cause moderate loss of time or customer/user dissatisfaction.

Supervision Given/Received:

  • 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:**

  • Associates Degree or International Equivalent in Business Administration or Related Field.

Experience:**

  • 3 – 5 Years of related experience.
  • Experience with USAID-funded health projects preferred.
  • Experienced with USAID or USG procurement procedures a plus.
  • 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.

Typical Physical Demands:

  • Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

Technology to be Used:

  • Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

  • Less than 10%

** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

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.

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.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

Please click here to continue searching FHI 360’s Career Portal.

More Information

  • Job City Benin
  • This job has expired!
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FHI 360 (formerly Family Health International) is a nonprofit human development organization based in North Carolina. FHI 360 serves more than 70 countries and all U.S. states and territories. Established in 1971, the organization has long managed in projects relating to family planning and reproductive health. In 1986 the organization began a worldwide response to HIV/AIDS. FHI's research and programs also address malaria, tuberculosis, and other infectious and chronic diseases and international agencies, governments, foundations, research institutions, and individual donors.

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, technology, communication and social marketing — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.

As we evolve to meet the challenges of the future, we stand committed to the principles that have guided our organization for the last 40+ years. Our work continues to be grounded in research and science, strengthened by partnerships and focused on building the capacity of individuals, communities and countries to succeed.

Connect with us
0 USD Benin CF 3201 Abc road Full Time , 40 hours per week FHI 360

Job Summary:

Provides program management support to the USAID-funded, Act to End NTDs | West program intended to support disease-endemic countries to control and/or eliminate neglected tropical diseases (NTDs) with proven, cost-effective public health interventions to treat and measure treatment impact against seven NTDs: lymphatic filariasis, blinding trachoma, onchocerciasis, schistosomiasis, and three intestinal worms known as soil-transmitted helminths.

Provides technical assistance and support to programs. Collects, complies, and analyzes information relevant to programs. Provides administrative and project support, in addition to communication efforts related to program management and execution. Ensures compliance with internal and external regulations. Monitors budget for programs and develops monitoring system for reviewing project status. Ensures completion of program while adhering to budget, scope, and schedule requirements. Develops/Reviews work plans, prepares presentations, and supports other related program objectives and deliverables.

Accountabilities:

  • Answers phones.
  • Takes messages or fields/answers routine and non- routine questions.
  • Provides information to callers.
  • 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.
  • Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
  • Communicates with both internal and external personnel as required.
  • 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:

  • 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.
  • Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
  • 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.
  • Errors may be detected and corrected but may cause moderate loss of time or customer/user dissatisfaction.

Supervision Given/Received:

  • 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:**

  • Associates Degree or International Equivalent in Business Administration or Related Field.

Experience:**

  • 3 – 5 Years of related experience.
  • Experience with USAID-funded health projects preferred.
  • Experienced with USAID or USG procurement procedures a plus.
  • 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.

Typical Physical Demands:

  • Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

Technology to be Used:

  • Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

  • Less than 10%

** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.

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.

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.FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

Please click here to continue searching FHI 360's Career Portal.

2019-09-30

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