FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.
FHI360 Zambia under its two Department of Defense (DOD) projects- Zambia Defense Force Care and Treatment (ZDFCT) and Zambia Defense Force Prevention Cross Cutting (ZDFPCC), is inviting applications from interested persons who meet the minimum requirements to fill the positions below that are vacant:
Position Title: Administrative Officer (1)
Supervisor: Senior Finance Officer, Lusaka/Senior Administration officer, Lusaka
The Administrative Officer will be responsible for providing overall administrative and secretarial support to the relevant staff of the ZDFCT and ZDFPCC projects. The Administrative Officer will be responsible for the supervision of administrative support staff.
Duties and responsibilities: Provide secretarial support (word processing, production of reports and documents, filing, minute taking) as assigned. Supervise ZDFCT and ZDFPCC administrative support staff. Track office utilities monthly. Monitor service providers’ contractual obligation to ZDFCT/ZDFPCC monthly. Update the ZDFCT/ZDFPCC events calendar on a regular basis. Oversee logistical arrangements of ZDFCT/ZDFPCC meetings and workshops, to ensure that meeting and workshops are organized efficiently and effectively. Manage the FHI360/DOD central filing system and co-ordinate the electronic filing of reports namely trip reports, DOD concurrence, quarterly reports, recipient agreements, etc. Assist the relevant staff in making appointments. Take minutes of staff meetings and arrange dissemination. Update ZDFCT/ZDFPCC database of partners and stakeholders regularly. Assist the ZDFCT/ZDFPCC staff in arranging travel logistics for FHI360/DOD staff, consultants, and visiting staff, including hotel arrangements, airport and hotel pick-ups, immigration clearance, etc. Assist assigned supervisor and relevant staff in the maintenance of an efficient records/storage of all office supplies, including anticipating needs for re-stocking.
Qualifications and requirements: Successful candidate will have Post- Secondary Diploma, apprentice certificate in secretarial or computer studies. Minimum of 3-5 years of related experience, preferably in a donor-funded or business environment. Prior experience working with and/or familiarity with DOD or USAID is a plus. Proven work experience as an Administrative Officer, Administrator or similar role. Solid knowledge of office procedures. Experience with office management software like MS Office (MS Excel and MS Word, specifically). Strong organization skills with a problem-solving attitude. Excellent written and verbal communication skills. Attention to detail.