Back Administrative and Logistics Assistant

Position – Administration and Logistics Assistant

Location: Ndola, Project Office

Reports to: Senior Technical Advisor, KP

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.

We are currently seeking qualified candidates for the position of Administration and Logistics Assistant for the Stop GBV Now Project Office, Ndola.

Basic function

Provide various office services support for the assigned unit(s)/division in the Stop GBV Now project office. Perform basic processes and procedures to accomplish tasks. Coordinate drivers assigned to project vehicles, coordinating travels for FHI 360 staff and consultants to sites within and outside of their designated sites and perform administrative duties that maybe assigned. The Admin and Logistics Assistant will report to the Senior Technical Advisor, KP with dotted lines to the Senior Administration Officer (SAO), Country Office.

Duties and responsibilities

• Provide secretarial support (word processing, production of reports and documents, filing, etc.) for project staff, as assigned.
• Prepare minutes for meetings and follow up with staff members for action items.
• Schedule meetings and meeting arrangements for the project as needed (e.g. scheduling conference rooms, logistics).
• Prepare documents, reports and briefing materials for consultants, staff and clients.
• Ensure documentation and reports are tracked regularly.
• Sets up and maintain files, prepares reports, presentations and graphics, for the project staff.
• Assist the supervisor and relevant staff in making appointments and logistical arrangements for meetings.
• Assist the supervisor and relevant staff in arranging travel logistics for FHI 360 staff, consultants, and visiting staff, including hotel arrangements, airport and hotel pick-ups, etc.
• Maintain project inventory and conduct inventory inspections
• Support procurement processes – for travels, materials and services
• Mail collection and delivery
• Ensure smooth running of transport operations, including managing travel requests, vehicle assignments, transport calendar and requests, vehicle maintenance logs, vehicle registration and requisite licensing
• Perform other duties as assigned.

  Qualifications and requirements

  • Successful candidate will have a diploma in business administration or any relevant field. A university degree will be added advantage.
  • 2-3 years of experience in a related field is preferred.
  • Demonstrated success in multicultural environments is required.
  • Demonstrated ability as a team player, excellent communication skills, and strong computer aptitude in Microsoft office applications, such as Word, Excel and PowerPoint are required.
  • Prior experience working within NGO environment is a plus.

    Disclaimer:

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    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.

    Note: Relocation is not available for this position. Individuals currently residing in advertised locations are encouraged to apply

    The position will be based in Ndola and work from the Stop GBV Now project offices.

    
    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.

    FHI 360 will not charge candidates a fee at any stage of the recruitment process.

    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.

    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 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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