Vaga Para Assistente Administrativo (m/f)

Administrative Assistant – FHI 360

• Organization: FHI 360
• Job Title: Administrative Assistant
• Job Code: ADMN10029
• Job Family: Administrative Support
• Location: Nampula, Mozambique
• Reports to: Provincial Technical Officer – Surveillance

Functional Reporting to: Finance and Administration Manager

Position Overview

The Administrative Assistant provides daily administrative and office services in support of the country office’s operations. Assists with office and conference room set-up and mail operations. Performs routine office maintenance duties and maintains office equipment and supplies.

Ensures office facilities are properly operated and maintained. Supports and follows procedures for facilities and equipment operations to meet building and safety codes.

Key Responsibilities

• Performs general and routine administrative tasks.
• Assists with obtaining quotations, completing procurement documentation, and maintaining procurement files in accordance with organizational requirements.
• Tracks office supply inventory and supports routine purchases of low-value goods and services under the guidance of senior administrative staff.
• Provides routine administrative support for travel and meetings, including assisting with hotel reservations, transportation arrangements, conference room scheduling, and coordination of food, beverage, and meeting logistics.
• Assists with office set-ups and mail operations.
• Performs routine office maintenance duties and maintains office equipment and supplies.
• Oversees physical record retention in accordance with FHI 360 and local policies.
• Reviews data and information for completeness and accuracy using standard guidelines.
• Provides employees with office supplies, performs data entry, proofreads, and compiles special reports.
• Receives and distributes incoming mail and coordinates outgoing mail, including courier services.
• Performs other duties as assigned by the Administrative Manager or another designated supervisor in the country.

Applied Knowledge and Skills

• Basic understanding of documentation requirements regarding procurement transactions.
• Demonstrates a general understanding of the area of specialization, program procedures, methods, and practices.
• Uses established filing and data systems, functions, and procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines and performs tasks with attention to detail.
• Understands 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 the public about services, processes, and procedures using prescribed or established guidelines.
• Ability to utilize program-specific terminology.

Core Competencies

• Demonstrates a basic understanding of the area of specialization, program procedures, methods, and practices, including knowledge of program and staff responsibilities.
• Ability to establish priorities and meet deadlines.
• Proven sensitivity and effectiveness in cross-cultural environments.

Problem Solving and Impact

• Identifies and recognizes problems that have established precedents and limited impact.
• Detects errors easily and quickly within the immediate work unit, resulting in minor disruption or expense to correct.

Supervision Given and Received

• Has no supervisory responsibility.
• Works under close supervision involving detailed instructions and frequent monitoring of work performance.
• Reports to the Provincial Technical Officer – Surveillance.
• Reports functionally to the Finance and Administration Manager.

Education and Experience Required

• High School Diploma.
• A minimum of 3 years of clerical and administrative support experience.
• Work experience in or with NGOs is an advantage.
• Ability to work under pressure.
• Fluency in Portuguese and intermediate knowledge of English.

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 a computer screen and performing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift or move up to 10 lbs.

Technology to Be Used

• Personal computer or laptop.
• Microsoft applications, including Office 365 and SharePoint.
• Communication and collaboration tools, including Skype, Zoom and Microsoft Teams.
• Cell phones and mobile technology.
• Standard office equipment.

Travel Requirements

Less than 10%.

Salary and Compensation

The expected hiring salary range for this role is USD 13,000 – 16,000 in annual basic salary.

When determining an offer amount, FHI 360 considers multiple factors, including relevant years of experience, education, internal equity, market pay and budget.

For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.