*This position is subject to project award and funding.*
Position Summary:
The Program Administrative Assistant will work under the direction of Capacity Strengthening Advisor. S/he will provide comprehensive administrative supports and efficient scheduling for the technical and program staff. Responsibilities include coordinating events, meetings, and workshops, updating project documents, and collaborating with the Program Management Unit (PMU) at the Asia Pacific Regional Office (APRO). The Program Administrative Assistant will act as a liaison for travel coordination and offer technical support in data collection and analysis. As part of the logistics and procurement function, s/he will also organize workshops, manage procurements, and maintain supplier relationships.
Key Responsibilities:
Administrative Support:
Provide comprehensive support to the technical and program staff/team, including proficient word processing, filing, and efficient scheduling and confirmation of appointments. Maintain an organized electronic and paper filing system.
Collaborate in the planning, logistics, and management of weekly event calendars, meetings, workshops, and training sessions. Take responsibility for documenting and disseminating accurate minutes of staff meetings.
Update the filing system, incorporating project documents like work plans, project reports, updates, and other relevant materials. Disseminate project-related materials as directed by senior project staff.
Collaborate with the Program Management Unit (PMU) at the Asia Pacific Regional Office (APRO) to assist the preparation of subcontract document packages.
Act as a liaison with the travel team for the coordination of travel authorizations (TA) and travel expense reports (TER). Provide support in making travel arrangements for staff, including hotel bookings, ticketing, and travel insurance.
Assist in technical data collection, review, and basic analysis. Provide basic technical support in the development and dissemination of tools, materials, reports, papers, and interventions for projects.
Under supervision, conduct searches of published literature, mobile software sites, blogs, on evolving issues.
Provide technical administrative support to workplan preparation and finalization.
Perform additional duties as assigned.
Logistics and Procurement:
Coordinate logistical organization of workshops/seminars/conferences and trainings for partners and clients.
Carry out FHI 360 procurements including getting quotations, preparing purchase orders, contracts, negotiations, dealing with vendors, checking legal requirements, etc.
Keep records and maintain contacts with suppliers, conducting price comparisons to ensure the best value for money. Keep the vendor database up to date accordingly.
Maintain proper records of invoice receipts, requisitions, purchase order forms and all other documents. Liaise with FHI 360 APRO on procurement issues.
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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