Program and Administrative Associate

Program and Administrative Associate – 2 positions

The Program and Administrative Associate supports in administrative and logistical aspects of the project and FHI 360 Nepal Office. This role involves collaborating with program and administrative teams to plan and organize events, meetings, workshops, and training sessions, as well as managing logistics and travel arrangements for project staff.

Key Responsibilities

• Provide administrative and logistic support to the project for organizing internal and external events, meetings, workshops, and trainings.
• Prepare procurement requisitions and purchase orders to obtain necessary signatures and approvals ensuring adherence to FHI 360 Nepal procurement policy.
• Process expense authorization of project staff and visitors. Arrange hotel reservation, airline ticketing, vehicle rental and assist in travel as per FHI 360 travel policy.
• Manage project inventory including preparation of inventory report as per donor requirement.
• Liaise with external organizations to arrange meetings, workshops and other events as appropriate.
• Liaise with administrative staff within FHI 360 Nepal Office for any project specific plans and activities.
• Support in consultancy management process.
• Provide timely support for management of office building operations (for instance, electricity, drinking water, communications, maintenance and repair of office equipment, furniture, among others).
• Deliver any other tasks as requested by the program/ technical team.
• Perform other duties as assigned by the supervisor.

Requirements

• Bachelor's degree in business administration or social sciences or any relevant field with one year of relevant work experience in program and administrative support or intermediate degree with three to five years of relevant work experience.
• Experience in planning, coordination, communication, and collaboration with multiple teams, scheduling, and executing office- and program-related activities and events as well as administrative and financial support functions.
• Experience in working effectively across various teams within the project and organization, and building and sustaining positive working relationships with NGOs, private sectors, government, and other stakeholders.
• Proactive in managing multiple tasks, managing and working in virtual work environment, and flexible and open for managing time for working with different teams in different time zones as needed.
• Excellent interpersonal, organizational, communication, team building and management, and problem-solving skills.
• Excellent oral and written English and Nepali including documentation skills.

The final deadline for application is 5:00 p.m. July 15, 2024.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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