The Administrative Associate will support the Business Services team which is responsible for providing corporate and administrative support in the areas of international registration, commercial and residential leases and other ad hoc legal issues to FHI 360’s projects by ensuring consistent application of FHI 360’s policies and procedures during the startup phase and ongoing operation of FHI 360’s offices across the world. The Administrative Associate will provide operational, administrative, and logistical support to Business Services and regularly interact with US based and international staff from FHI 360 projects to ensure timely responses of tasks and completion of team responsibilities.
The range of duties includes, but is not limited to, collecting and verifying data, summarizing and reconciling information, records management, review and processing, research and inventory.
20 hours/week. Morning hours. (ideal 8am-12pm, 9am-1pm)
Areas of Responsibility:
- Provide administrative and logistical support to Business Services.
- Ensure timely vendor procurement and invoice processing through Costpoint.
- Drafting and completing official correspondence of high-level staff.
- Legalize and authenticate official FHI 360 documents for submission to foreign government authorities including obtaining signatures, notarization, and authentication with the DC notary, US Department of State and various embassies.
- Assist senior members of Business Services with research and tasks related to engaging legal counsel, registration, startup, close out activities and ongoing operations within each team member’s portfolio.
- Maintain central filing of various Business Services core responsibilities.
- Manage the interdepartmental database and SharePoint site for lease records.
- Monitor and update SharePoint database regarding country registrations, leases and other ad hoc subjects.
- Collaborate with other members of Business Services to develop informational materials.
- Serve as point of contact in Business Services to ensure progress on project activities.
- Update and maintain various status reports on Business Services team activities.
- Coordinate with project staff to execute meetings and conferences.
- Manage team’s internal intranet and SharePoint sites.
- Maintain accurate electronic records of official documents.
- Works independently or as a member of a team on special and ongoing projects.
- Acts as a liaison with other departments and outside agencies.
- Handles confidential and non-routine information and explains departmental policies when necessary.
- Responsible for accuracy and clarity of business documents.
- Assist with coordination of meetings, facilities planning, and logistics required.
Educational Background:
Associated Degree or International Equivalent in Business Administration or Related Degree.
Skills/Experience:
- Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
- In-depth understanding of software used to perform day-to-day functions, such as Microsoft Office applications, Costpoint, SharePoint.
- Uses 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.
- Experience working within a diverse international context preferred.
- Proficiency in e-mail, internet research, Word, PowerPoint, Excel, database software and program management tools.
- Strong oral and written communication capability; proficiency in a second language highly desirable.
- Ability to work effectively with a wide range of diverse individuals.
- Ability to communicate effectively and diplomatically on all pertinent project issues to clients and FHI 360 staff.
- Excellent administrative and organizational skills with strong attention to details.
- Ability to work independently and self-monitor.
- Strong emphasis on the ability to manage multiple tasks.
- Enjoy the challenge of working in a fast-paced work setting.
- Experience working with an international organization preferred.
- Good understanding and comfortable with cloud computing, specifically SharePoint.
Problem Solving & Impact:
- Resolves and/or develops recommendations for issues and problems having broad impact.
- Problem resolution may require some analysis of policy and procedures or internet research.
- Serves as a resource to others in resolving non-standard issues and problems.
- Timeliness and accuracy of work critical for international operations.
Supervision Given/Received:
- Reports to Associate Director.
- Independent work on routine work and general instructions with periodic work review given on new work or special assignments.
- Contacts are frequent with individuals representing FHI 360 international offices.
- Contacts involve obtaining or providing information or data on matters of importance to the function of international offices or which may be sensitive nature.
Experience:
- 3-5 years of related experience.
- Work with international non-governmental organizations.
- Experience working within a diverse international context preferred
Typical Physical Demands:
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5-50 lbs.
Technology to be Used:
- Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), internet for research of business related issues, e-mail, telephone, printer, calculator, copier, cell phones.
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 19 2018
Active Until:
Nov 19 2018
Hiring Organization:
Fhi 360
industry:
Nonprofit