Back Office Manager

EpiC Tajikistan Office Manager

FHI 360 is a non-profit 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 EpiC Tajikistan Office Manager in support of the Meeting Targets and Maintaining Epidemic Control (EpiC) HIV and Global Health Security Program (GHSP) projects in Tajikistan. The position will be based in Dushanbe, Tajikistan.

EpiC Central Asia Project Description:

EpiC is an eight-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID). EpiC is dedicated to achieving and maintaining HIV epidemic control and the project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, and treatment programming. After the onset of the COVID-19 pandemic, EpiC was also modified to start implementing COVID-19 response activities.

In 2023, EpiC expanded its portfolio to strengthen global, regional, and local public health systems to effectively prevent, detect, and respond to infectious diseases, building on broad experience and existing capabilities that align with the global health security priorities, National Action Plans for Health Security (NAPHS), and USAID goals.

Job description:

EpiC Tajikistan Office Manager will perform a variety of administrative and office support duties. The position will be responsible for creating a safe, clean, comfortable, and welcoming workplace. They will manage logistics planning, customs clearance, warehousing, inventory of goods & commodities, in country transport and goods distribution, as well as monitoring of logistics, leading security as Security Focal Point and support the EpiC Tajikistan Project Team in procurement. They will work under the direction of the EpiC Tajikistan Finance and Operations Manager.

Position Responsibilities:

• Serves as the primary point of contact for input from internal and external contacts.
• Screens all incoming visitors and vendors and directs them to the appropriate location.
• Receives, logs and distributes incoming mailing and coordinates outgoing mail, including courier packages, office deliveries, and interoffice mail distribution.
• Serves as a Security focal point and support the Project Director in ensuring the Branch office’s compliance with the FHI 360 security requirements and policies.
• Maintains an inventory of EpiC Tajikistan office property.
• Maintains records, storage, inventory levels of office supplies, assuring order, and accessibility on a regular basis.
• Ensures stable operation of office equipment and internet access.
• Provides Project staff and visitors with logistical arrangements for business travels, including transportation and accommodation during field trips, submission of electronic EA when needed, visa support, insurance.
• Coordinates team meetings, secures facilities, prepares agenda, purchase requests, internal orders, coordinates speakers, records meeting notes, organizes translation, etc.
• Review and record in the system supplier invoices and submit them to the finance unit for payment processing.
• Designs and produces general correspondences, memos, official letters, etc.
• Supervises Warehouse and Driver.
• Develops induction schedule for new staff members, coordinating with all key staff and maintain the induction information to be accurate according to the organization movement.
• Performs other tasks assigned by the supervisor.

  Qualifications:

  • Bachelor’s degree or equivalent in Business Administration, or related field.
  • At least 5 years of experience providing full range of operations and administrative support in an office setting.
  • Ability to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public.
  • Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.
  • Advanced skills in MS Office Suite (Word, Outlook, Excel, PowerPoint, and Access) and HR systems
  • Excellent written and oral communication skills.
  • Fluency in written and spoken Russian, Tajik and English.
  • Position open to Tajik nationals or individuals who have the legal authority to work in Tajikistan.

    Travel Requirements:

    • Less than 15%, mostly within Tajikistan.

      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 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.

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