This position plays a central role supporting the staff and activities of the Crisis Response and Integrated Development team characterized by the performance of a variety of administrative and office support duties. Duties performed may include preparation of documents and reports, compiling records, organizing and maintaining files, posting information, greeting/referring/assisting others, and engaging with multiple stakeholders across the organization. The range of duties includes, but is not limited to, collecting and verifying data, travel support, summarizing and reconciling information or financial data, and records management. Major duties/responsibilities are as follows: documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
- Process invoices and payments from consultants and vendors.
- Manage departmental phone and other forms of communication.
- Manage travel requests, itineraries, and logistics with FHI360’s in-house travel department for the Crisis Response team and consultants.
- Coordinate planning and logistics for meeting and events, including reserving meeting space, catering arrangements, sending invitations and tracking responses, setting up A/V needs, and notetaking.
- Ensure documentation and reports are tracked regularly.
- Execute purchase orders and consulting agreements, working together with FHI360’s contracting department.
- Assist with desk research on topics related to crisis response and integrated development.
- Provide support as needed by writing, reviewing, and editing reports.
- Prepare and maintain documentation, plans, reports, schedules, databases, spread sheets, logs etc. to support functions.
- Demonstrates basic understanding of the area of specialization, of 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 public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
- 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.
- Interest in crisis response and integrated development.
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 immediate work unit.
- Contacts involve obtaining or providing information requiring little explanation or interpretation.
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 hand held devices.
Travel Requirements:
- Less than 10%