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Job Summary

Position Title: Administrative Assistant

Reports To: Team Lead

Location: Maputo

Project: EpiC Global Health Security (GHS)

Location: Maputo

Job Code: ADMN 10010

Job Family: Administrative Support

Compensation Band: HH

FLSA: Non-Exempt

About FHI 360:

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 70 countries and all U.S. states and territories. We are currently seeking qualified candidates for the position of Global Health Security Technical Officer based in Quelimane, Zambezia Province.

Job Summary

The EpiC GHS Administrative Assistant (AA) will provide office support and assistance in the implementation of activities. S/he will be responsible for administrative duties including technical team event arrangement, travel and logistics arrangements, procurement and finance report, and assist in program report. S/he will ensure that all office functions - including procurement procedures, financial transactions, bank transfers and payments - are handled efficiently and on time. This position reports primarily to the Program Officer.

Accountabilities:

• Provide support to the technical and program staff/team including administrative duties, such as word processing, filing, scheduling and confirmation of appointments etc.
• Develop and maintain a comprehensive electronic and paper filing system.
• Liaise with Country Office Enterprise Services (ES) team especially with Procurement and Operations team for project implementation activities/events and ensure compliance to the organizational Standard Operating Procedures (SOP).
• 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, 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 ensure travel expense reports of staff are timely completed and submitted
• Coordinate with EpiC GHS and ES to ensure timely submission of the TAs and TERs.
• Responsible for monitoring technical team consultant usage and ensure compliance with regulation on consultancy.
• Perform other duties as assigned.

  Required qualifications:

  • Bachelor’s degree in business studies or public health or related field.
  • Minimum of 3 years’ relevant experience in administration field.
  • Preferably have prior work experience on DoS/ FAO funded programs.
  • Working knowledge of office software, including Word, Excel and PowerPoint.
  • Must be well organized, self-starter with attention to detail.
  • Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
  • Must have excellent communication skills and good command in both written and spoken Portuguese and English languages
  • 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.

    Typical Physical Demands:

    • Typical office environment.
    • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
    • Ability to sit and stand for extended periods of time.
    • Ability to lift/move up to 5 lbs.

      Technology to be Used:

      • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

        Travel Requirements:

        • Less than 10%

          The last day of receiving applications is 16 December,2025.

          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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          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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