Job Description

Administrative and Human Resources Assistant

Job Code:  ADMN10016 
Job Family: Administrative 
Compensation Band: II

ORGANIZATIONAL OVERVIEW:  

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 equality, youth, research, technology, communication and social marketing — creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries.

FHI 360 has been responding to the humanitarian crisis in southern Yemen and along the Western Coast since 2018. Through an integrated health, nutrition, and WASH program, FHI 360 works in Aden, Taiz, and Hudaydah governorates. FHI 360 supports static and mobile health facilities, including rehabilitation, technical support and staff training, and provision of supplies.   FHI 360 also works at the community level through health and WASH components to reach additional populations. Furthermore, since January 2020, FHI 360 has served as the NGO co-lead for the Aden Sub-Health Cluster. With a country office in Aden and a field office in Mokha, FHI 360 has a team of 50 national and expatriate staff. 

POSITION OVERVIEW:  

Under the supervision of HR and Admin Manager, this position is responsible for performing a variety of administrative and office support duties. Duties performed may include preparation of documents and reports, the use of office technology, arranging meetings/ events/ interviews, compiling records, organizing and maintaining files and archives, posting information, greeting/ referring/ assisting others, supporting the proper upkeep and arrangement of offices, and photocopying. Position may serve as the primary staff assistant to a department or manager. 

ACCOUNTABILITIES:

• Establishes, develops, maintains, and updates an efficient paper and electronic (SharePoint) filing system for the department and other departments as requested, ensuring documents are well organized, labeled, and appropriately accessible.
• Validates documents prior to archiving and organize files in alphabetical, chronological or other appropriate order.
• Reviews departmental files for completeness and assists to track down missing files including hard and soft copies.
• Provides administrative support to staff for copying and scanning; responsible for uploading scanned documents to the server and filing paper copies.
• Retrieves information from files and delivers them to the relevant department when needed. 
• Coordinates scheduling, organizing, and execution of in-house meetings, events, conferences including scheduling conference rooms, coordinating food, preparing stationary and other supplies
• Serves as the "gate keeper" for conference room scheduling; handles conflicts in schedules with professionalism. 
• Assists in administrative tasks related to HR and recruitment (e.g. scheduling candidate interviews). 
• Handles confidential and non-routine information and explains departmental policies when necessary. 
• Assists in tracking office-related metrics (e.g. stationery, photocopy papers, etc. usage for monthly orders); provides employees with office supplies and assists in maintaining inventories, records, and receipts. 
• In collaboration with the Administrative Officer and housekeeping team, monitors office and guesthouse cleanliness, supply levels, and upkeep.
• Responds to staff requests for other administrative support as needed.
• May perform data entry, translations, and/or compile special reports. 
• Any other duties assigned by the supervisor.

APPLIED KNOWLEDGE & SKILLS:

• Demonstrates an understanding of document preservation standards, especially FHI 360 record retention standards.
• 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. 
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Records and documents information accurately.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Strong organizational and time management skills.
• Ability to follow oral and written instructions.
• Ability to gather, recommend and summarize data, finds solutions to various administrative problems, and prioritizes work.
• Ability to maintain confidentiality when handling sensitive or personal information.

EDUCATION AND EXPERIENCE:

• Associates Degree or International Equivalent in Business Administration or Related Field; Bachelors degree preferred
• Typically requires a minimum of 3+ years of relevant experience 
• 1-2 year work experience in a non-governmental organization (NGO)
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access)
• Must be able to read, write, and speak English proficiently

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.