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.
- 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
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
- 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.
- 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.
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