About FHI 360:  

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. We are currently seeking qualified candidates for the position of Global Health Security Technical Officer based in Quelimane, Zambezia Province. 

Job Summary 

The EpiC GHS Administrative Assistant (AA) will provide office support and assistance in the implementation of activities. S/he will be responsible for administrative duties including technical team event arrangement, travel and logistics arrangements, procurement and finance report, and assist in program report. S/he will ensure that all office functions - including procurement procedures, financial transactions, bank transfers and payments - are handled efficiently and on time. This position reports primarily to the Program Officer. 

• Provide support to the technical and program staff/team including administrative duties, such as word processing, filing, scheduling and confirmation of appointments etc.
• Develop and maintain a comprehensive electronic and paper filing system.
• Liaise with Country Office Enterprise Services (ES) team especially with Procurement and Operations team for project implementation activities/events and ensure compliance to the organizational Standard Operating Procedures (SOP).
• Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings.
• Set up, maintain and update the filing system to include project documents, work plans, project reports, project updates and other project - related documents. Maintain and distribute project materials as appropriate or as directed by senior project staff.
• Assist technical team members with the preparation of routine and ad hoc project reports, such as weekly updates, annual work plans, etc.
• Responsible for coordinating travel authorization (TA) and ensure travel expense reports of staff are timely completed and submitted
• Coordinate with EpiC GHS and ES to ensure timely submission of the TAs and TERs.
• Responsible for monitoring technical team consultant usage and ensure compliance with regulation on consultancy.
• Perform other duties as assigned.

Required qualifications:

• Bachelor’s degree in business studies or public health or related field.
• Minimum of 3 years’ relevant experience in administration field.
• Preferably have prior work experience on DoS/ FAO funded programs.
• Working knowledge of office software, including Word, Excel and PowerPoint.
• Must be well organized, self-starter with attention to detail.
• Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
• Must have excellent communication skills and good command in both written and spoken Portuguese and English languages
• Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
• Able to work independently and on a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%