Administrative Assistant - FHI 360 Ghana

Meeting Targets and Maintaining Epidemic Control (EpiC) is an eight-year (2019–2027) global health initiative project funded by U.S. Agency for International Development (USAID). The project receives Global Health Security funding to strengthen global, regional, and local public health systems to effectively prevent, detect, and respond to infectious diseases, building on broad experience and existing capabilities that align with GHS priorities, National Action Plans for Health Security (NAPHS), and United States Agency for International Development (USAID) goals.

EpiC has presence in more than 60 countries and extensive breadth and depth of technical experience in the 10 priority GHS technical areas, FHI 360 and our consortium partners are ready to rapidly implement GHS programming.

We are seeking to employ an Administrative Assistant to support our activities in Accra, Ghana.

Job Summary:

Provide basic administrative support on a core project and/or technical operations (e.g., coordinating meetings, making travel arrangements, processing expense reports). Supports the planning and execution of project and technical initiatives. Assist with the monitoring of progress towards attainment of objectives and deadlines, reporting results to appropriate staff.

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Communicates extensively with staff and colleagues.

Accountabilities:

Programmatic Support:

• Provide administrative support including calendar management, scheduling, and managing expenses.
• Attend project meetings and prepares pre-meeting and post-meeting notes and memos.
• Plan for project-related meetings; booking conference rooms; ordering catering; preparing materials, etc.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Support departments, practices and/or projects to manage electronic files and/or review to ensure completion.
• Provide communication support; compile folders for external stakeholders; keep track of communications materials inventory and work with teams to request additional materials, as needed.
• Support logistical arrangements for events, conferences, and workshops, including invitations, and procurement of materials, supplies, refreshments, etc.
• Taking meeting notes and maintain project files. Maintains filing system of sub-award documents.

Programmatic Administration:

• Support travel activities for staff and consultants including preparation of expense authorizations, obtaining client travel approval, working with Travel Department to obtain air tickets and advances, and supporting travel expense reporting when required.
• Assist in the collection of information for use in reports and formats report drafts.
• Maintain distribution list for project reports.
• Send reminders to keep team on track with reporting deadlines.
• Serve as a backup to others at same level.
• Set up document management site (file share sites).
• Maintain, copy, and coordinate storage and archiving of files.

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Technical Requirements:

• Assist in technical data collection, review and basic analysis.
• Provides basic technical support in the development and dissemination of tools, materials, reports, papers, and intervention for projects.
• Under supervision conducts searches of published literature, mobile software sites, blogs, on evolving issues.
• Provides technical administrative support to workplan preparation and finalization.

Operational Support (Security, IT, HR, etc.):

• Post job descriptions.
• Arrange interviews.
• Set-up technology for meetings.
• Troubleshoots equipment issues.
• Keep and update list of contacts.

Applied Knowledge & Skills:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
• Basic knowledge of concepts, practices and procedures with project design.
• Strong oral and written communication skills.
• Demonstrated proficiency with Microsoft Office suite software.
• Ability to problem solve and recommend corrective action as needed.
• Strong organizational and attention to detail needed to adhere to project deadlines.
• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).

Problem Solving & Impact:

• Works on problems that are limited in scope.
• Problems are routine in nature and are standard procedures and policies.
• Works independently and within a team on special non-recurring and ongoing projects.
• Exercises judgment within defined practices and policies to perform duties.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Has no supervisory responsibility.
• Uses independent judgment to determine workflow and priorities.
• Receives instructions on new assignments.
• Reports to the Project Director

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Qualification Required & Experience

Education

• Associate degree or its International Equivalent in Civil Society, Communication and Social
• Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology and Youth or a Related Field.

Experience:

• 0 – 2 years of relevant administrative experience supporting projects and/or a technical practice area.
• Prior experience in a non-governmental organization (NGO) preferred.
• Prior experience using Microsoft Office Suite preferred.

Location: Accra