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, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

FHI 360 is the prime implementer of USAID’s Strengthening Multisectoral Nutrition Programming through Implementation Science Activity, which aims to improve nutritional practices of targeted women, children and their family members. It is an implementation science project to test and refine multisectoral nutrition approaches, interventions and service delivery mechanisms in high stunting areas of Bangladesh, with a focus on pregnant and lactating women, and children under the age of two. The project has two intermediate Results (IRs): 1) Increased availability of evidence to guide multisectoral nutrition programming implementation; and 2) Improved capacity to use evidence to inform policy and programmatic decision-making. With the leadership of FHI 360, the project will be implemented in 6 districts of Khulna and Barishal divisions by a coalition of national and international organizations.

FHI 360 is seeking qualified candidates for the following position for the USAID funded “Strengthening Multisectoral Nutrition Programming through Implementation Science Activity”.

Position Title: Administrative Associate

Based in Dhaka
(Project Duration: Up to April 2022)

Employment Type: Full-time regular position

Basic Function:

The Administrative Associate will be responsible for receiving and providing information to visitors; handling the PABX system; receiving and sending documents through courier, mail and email; compiling records, organizing and maintaining files; assisting staff in scanning and typing project documents; collecting and verifying data, summarizing and reconciling information or administrative data; maintain stock register for office supplies and assist in inventory management.

Accountabilities:

  • Serve as first contact point for visitors
  • Receive/answer and make telephone calls through the PABX system
  • Scan office documents and type in computer as and when required
  • Receive/distribute incoming mail & materials and route them to the proper person (domestic/international courier)
  • Maintain stock register and distribute office supplies
  • Prepare files for travel and Travel Authorization (TA) and maintain hard/soft copies; arrange TAs, Visas, air-tickets and hotel reservations for incoming and outgoing travelers
  • Prepares and maintains documentation, reports, schedules, databases, spreadsheets, logs etc. to support administrative functions, including Bengali to English translation as required
  • Assist in maintaining inventory and checking inventory physically
  • Communicate with internal and external parties as requested by different teams
  • Book places/meeting rooms for meetings as requested by teams
  • Supervise and guide cleaning staff performs
  • Perform other relevant duties as requested by the supervisor

Applied Knowledge & Skills:

  • Demonstrates basic understanding of the area of specialization
  • Reviews data and information for completeness and accuracy using standard guidelines;
  • performs tasks with attention to detail.
  • Understands software used to perform day-to-day functions.
  • Uses basic 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.
  • Gathers readily available information from office records to drafts e-mails, memos and other documents.
  • Proofreads documents for grammar, spelling, punctuation, and basic formatting.
  • Provides answers to requests for general information.
  • Records and documents information accurately.

Education:

  • At least BBA / B.com/ Masters in English or relevant subject

Experience:

  • Minimum 3 years of related experience in managing front desk and providing administrative support.
  • Experience in Development field is desired
  • Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
  • Work requires attention to detail in composing, typing and proofing materials, establishing
  • priorities and meeting deadlines.

Problem Solving & Impact:
Identifies and recognizes problems that have established precedents and limited impact.
Refers non- standard questions and problems to higher levels.
Errors can be easily and quickly detected within the immediate work unit and would result
only in minor disruption or expense to correct.

Supervision Given/Received:

  • Supervises support staff engaging in office cleaning
  • Receives instructions on new assignments
  • Reports to Sr. Specialist HR and Admin

Technology to be Used:
Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone,
printer, calculator, copier, cell phones, PDAs and other hand-held devices.

Travel Requirements:
The position is based in Dhaka with travel requirements at less than 10%
Typical Physical Demands: Typical office environment. Ability to sit and stand for extended periods of time.  Ability to lift 5-50 lbs.

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.

Application Deadline: 30 March 2019

Interested candidates may find further information and apply online through FHI 360's Career Portal at
https://www.fhi360.org/careers

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment 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, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.