Administrative Associate

Job Summary

The Administrative Associate is responsible for efficient management administrative support to program activities, including procurement request and logistics management.

Accountabilities:

• Support program staff in planning, coordinating and preparing activities and procurement requests. Submit approved program procurement requests in DPA Software Coordinate receipt of activity vendor invoices (hotels) in liaison with procurement and receipt them in DPA software. Support program activities with mobile money payments, attendance list, invitation of participants. Coordinate program logistical needs to ensure seamless implementation. Organize meetings, events, workshops, attend meetings, take notes, and follow up on actions and provide required logistics. Maintain asset inventory logs as per donor requirements and support insurance, licensing, repair and disposal of assets. Support logistical needs for external TDYs and technical consultants in the different technical areas.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.
• Problem resolution may require some analysis of policy and procedures.
• Serves as a resource to others in resolving non-standard issues and problems.

Supervision Given/Received:

• Limited supervision.
• May coordinate workload with other support staff across department(s).
• No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
• Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
• Contacts involve obtaining or providing information or data on matters of moderate importance to the function of the department or which may be sensitive nature.

Education:

Associates Degree or International Equivalent in Business Administration or Related Field. Bachelor’s Degree preferred.

Experience:

• Typically requires a minimum of 3+ years of office administration and management experience.
• Experience in monitoring the use of expenditures to meet organizational objectives and compliance.
• Experience working on USG-funded projects preferred.
• Ability to maintain a variety of records, such as inventories of supplies and materials; prepare correspondence, forms, and reports.
• Ability to provide excellent administrative and customer service duties, including ordering office supplies, maintaining office equipment.
• Excellent interpersonal and communication skills including courteousness, tactful, and clear oral and written communications.
• Proven ability to work independently and be self-motivated; also work cooperatively and effectively with other Divisions, Departments/Country Offices, and all stakeholders.
• Strong organizational and time management skills; ability to prioritize tasks and adjust as needed.
• Ability to simultaneously support a team of professionals.
• Computer literacy in MS Office applications including Word, Excel, Power Point, Outlook, SharePoint/Teams

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:

• Ability to travel domestically less than 10%

The expected hiring salary range for this role is UGX 36,000,000 - 50,000,000 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.

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.

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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