Administrative Assistant at FHI 360

Requisition ID: 2021201998
Location: Maiduguri - Borno, Nigeria
Job Type: Full time

Job Summary

• This position is characterized by the performance of a variety of administrative and office support duties.
• Positions require knowledge of organizational and departmental policies and procedures in order to communicate information involving programs, functions, and services.
• Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying.
• The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory.
• Positions may serve as the primary staff assistant to a department or manager. At the advanced level, may serve as a lead worker or may provide supervision to other employees.

Accountabilities:

• Answers phones.
• Takes messages or fields/answers routine and non-routine questions.
• Provides information to callers.
• Works in cooperation with other Administrative Associates to cover phones.
• Provides administrative support to staff for copying, faxing and large-scale mailings.
• Responds to staff requests for administrative support as needed.
• Sets up and maintain files, prepares reports, presentations and graphics provides employees with office supplies, performs data entry, proofreads, and compiles special reports. 
• Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution. 
• Schedules meetings and meeting arrangements. 
• Provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics). 
• Communicates with both internal and external personnel as required. 
• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs etc. to support functions. 
• Assignments vary based on department and/or functional area.  May handle special projects and execute research and data analysis tasks.

Applied Knowledge & Skills:

• Demonstrates a basic understanding of the area of specialization, program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• 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.
• 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 the public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program-specific terminology.
• Gathers readily available information from official 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.

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:

• Close supervision involving detailed instructions and frequent monitoring of work performance.
• Contacts are primarily within the immediate work unit.
• Contacts involve obtaining or providing information requiring little explanation or interpretation.

Qualifications
Education:

• High School / GED Diploma or International equivalent.

Experience:

• 0 - 3 years of related experience.
• 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.

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 handheld devices.

Travel Requirements: 

• Less than 10%.