POSITION OVERVIEW
The Administrative Associate performs a variety of administrative and office support duties at advanced level. The role involves more independent work than the Administrative Assistant and requires initiative to address standard employee needs while ensuring alignment with FHI 360 policies and procedures.
KEY RESPONSIBILITIES
- Coordinates routine procurement activities, including preparation of procurement requests, collection of quotations, vendor follow-up, and monitoring purchase status.
- Maintains procurement tracking logs and verifies procurement documentation for completeness and compliance prior to submission for review and approval.
- Performs general and routine administrative tasks.
- Schedules and organizes complex administrative activities for the department, including coordinating meetings, conferences, and travel arrangements such as airline ticketing, hotel and transportation bookings, conference room scheduling, and food and beverage logistics.
- Performs routine office maintenance duties, maintains office equipment and supplies.
- Overseeing physical record retention in accordance with FHI 360 and local policies
- Performs data entry, proofreads, and compiles special reports
- Reviews data and information for completeness and accuracy using standard guidelines.
- Handles confidential and non-routine information and explains departmental policies when necessary.
- Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.
- Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
- Perform other duties as assigned by Administrative Manager, or other designated supervisor in country.
APPLIED KNOWLEDGE AND SKILLS
- Demonstrates general understanding of the area of specialization, of program procedures, methods, and practices
- Ensures documentation quality and process adherence regarding requisitioning and related procurement activities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- Understanding of 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.
- Ability to utilize program specific terminology.
Core Competencies
- Demonstrates knowledge of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Ability of establishing priorities and meeting deadlines.
- Proven sensitivity and effectiveness in diverse, cross‑cultural environments
PROBLEM SOLVING & IMPACT
- Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
- Resolves recurring issues and problems as well as some unique situations.
- Anticipates problems and develops recommendations for management resolution.
SUPERVISION GIVEN & RECEIVED
- General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
- Contacts involve obtaining or providing information or data requiring some explanation or interpretation.
- Typically reports to a manager.
Education & EXPERIENCE REQUIRED
- High School Diploma or its international equivalent
- Associates Degree or International Equivalent in Business Administration or Related Field preferred
- Typically requires 3 years of clerical and administrative support experience.
Qualifications
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff
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 – 20 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
The expected hiring salary range for this role is IDR 115,000,000 - 160,000,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.
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 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.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
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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