Job Summary<\/p>\n
Position Title: Administrative Associate
\nReports to: Program Manager, STRIDES Zambia.
\nLocation: Lusaka, Zambia
\nFHI 360 is a nonprofit human development organization dedicated to improving lives in a\u00a0long \u2013\u00a0lasting way by advancing integrated, locally driven solutions. Our staff includes experts in health, public health threats, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication, and social marketing \u2013 creating a unique mix of capabilities to address today\u2019s interrelated development challenges. FHI 360 serves more than 50 countries including Zambia and all U.S. states and territories. We currently seek applications from qualified candidates to fill the position of Administrative Associate to be based in Lusaka. \u00a0<\/p>\n
Job Summary
\nThe Administrative Associate will provide administrative support to the STRengthening Infectious disease DEtection Systems (STRIDES) Activity in Zambia. This position requires general knowledge of the organizational and departmental policies and procedures, as well as the ability to communicate information involving programs, functions, and services. The Administrative Associate I duties may include preparation of documents and administrative reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting\/referring\/assisting others, mail distribution, and photocopying.
\nAdditional duties include, but are not limited to, collecting and verifying data, summarizing and reconciling information or, records management, review and, and inventory management.
\nAccountabilities:<\/p>\n
Performs general and routine administrative tasks in support of STRIDES.
\nServes as the primary point of contact for input from internal and external contacts.
\nProvides excellent customer services in a friendly, professional demeanor to internal and external clients.
\nTakes messages or fields\/answers routine and non-routine questions.
\nServes as the \u201cgate keeper\u201d for schedules, determine needs, and handle conflicts in schedules with professionalism.
\nProvides administrative support to STRIDES team members for copying, faxing and large- scale mailings.
\nResponds to staff requests for administrative support as required.
\nSets 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<\/p>\n
services, and interoffice mail distribution.<\/p>\n
Schedules meetings and meeting arrangements.
\nAssists with the preparation of materials for meetings and conferences.
\nProvides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
\nPrepares and maintains documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
\nPerforms other duties as assigned.<\/p>\n
Applied Knowledge & Skills:<\/p>\n
Demonstrates basic understanding of program procedures, methods, and practices.Uses established filing and data systems, functions, and\/or procedures that require knowledge of the program.
\nUses basic office software programs, information systems, and office equipment to access, input, and verify standard information.
\nCommunicates information clearly to staff, clients, and\/or public about services, processes, and procedures using prescribed or established guidelines.
\nUtilizes program specific terminology.
\nGathers readily available information from office records to draft e-mails, memos and other documents.
\nAbility to proofread documents for grammar, spelling, punctuation, and basic formatting.
\nAbility to gather, recommend, and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
\nRequires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
\nRecords and documents information accurately.<\/p>\n
Problem Solving & Impact:<\/p>\n
Identifies and recognizes problems that have established precedents and limited impact.
\nProvides excellent customer services in a friendly, professional demeanor to internal and external clients.
\nDetects errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.<\/p>\n
Supervision Given\/Received:<\/p>\n
Normally receives detailed instructions on all work.
\nClose supervision involving detailed instructions and frequent monitoring of work performance.
\nContacts are primarily within immediate work unit.<\/p>\n
Education:<\/p>\n
High School\/GED Diploma or International Equivalent.
\nAssociate\u2019s degree preferred.<\/p>\n
Experience:<\/p>\n
Typically requires 0 \u2013 3 years of relevant experience.<\/p>\n
Typical Physical Demands:<\/p>\n
Typical office environment.
\nAbility to spend long hours looking at computer screen and doing repetitive work on a keyboard.
\nAbility to sit and stand for extended periods of time.
\nAbility to lift\/move up to 5 lbs.<\/p>\n
Technology to be Used:<\/p>\n
Personal Computer\/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype\/Zoom\/Teams), cell phone\/mobile technology, and standard office equipment.<\/p>\n
Travel Requirements:
\nMay travel less than 10%<\/p>\n
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