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Job Title: MOSAIC Project Administrative Associate

Organisation: FHI 360

Duty Station:  Kampala, Uganda

About US:

FHI 360 is a leading global development organization dedicated to improving lives around the world. Our professional staff includes experts in education, health, nutrition, economic development, civil society and environment as well as cross-cutting experts in gender issues, research, applied science, behavior change and Technology giving us the unique mix of capabilities to address today’s diverse and interrelated development challenges. FHI 360 operates from 60 offices with 4,400 staff in the U.S. and around the world.

Job Summary:  Perform a variety of administrative and office support duties. Position requires knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/ referring/ assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory. Position may serve as the primary staff assistant to a department or manager.

Note:  This position typically supports a mid-level size project/department, provides support to multiple teams/departments or is part of an administrative staff in support of a large/highly complexed project team/department.

Key Duties and Responsibilities:

• Performs intermediate level administrative tasks.
• Serves as the primary point of contact for input from internal and external contacts.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Takes messages or fields/answers routine and non- routine questions.
• Must serve as the “gate keeper” for the schedules, determine needs, and handle conflicts in schedules with professionalism.
• Prepare routine status reports and track office-related metrics
• Manage routine internal website content updates and coordinate more complex website changes with webmaster.
• Coordinate scheduling, organizing, and execution of meetings, events, conferences, and offsites.
• Attend meetings, events, and forums.
• Assist in maintaining inventories, records, and receipts.
• Coordinate office renovations and relocation activities.
• Support actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at customer-wide meetings.
• 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.
• Assists with the preparation of background materials for meetings and conferences.
• Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• 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:

• 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.
• 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.
• 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.

Qualifications, Skills and Experience:

• Associates Degree or International equivalent in Business Administration or Related Field.
• Bachelor’s Degree preferred.
• Typically requires a minimum of 3+ years of relevant experience.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.
• Ability to lift 5 – 25 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 15^th June 2022

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