Administrative Officer

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About the Organization

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, technology, communication and social marketing — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries and all U.S. states and territories.

Job Description/Responsibilities

• Serves as travel coordinator and as resource person regarding FHI360 travel policy.
• Preparing of EA [Expenditure Authorization],
• Follow up on Travel Expense Reports
• Maintaining and circulating Travel Matrix on weekly basis
• Conducts travel arrangements for official travel for all staff and consultants, which includes concurrence/notification, visa and hotel reservation. Works in close contact with travel agents and hotels.
• Provides support on the procurement process; reviewing the procurement request for completeness of necessary information, quotations on local procurement items, preparing purchase orders and obtaining necessary signatures and approvals.
• Directs the renovation, assignment, furnishing, maintenance and disposal of office equipment.
• Ensures that the office automation equipment including printers, photocopy & scanner in a good operating condition, office network systems, internet/ wi-fi and contacting technician for necessary repairs;
• Ensures method and procedures to achieve greater efficiency and economy in providing general support services.
• Ensures that administrative related information is passed on to the office staff.
• Supervises the work of the Administrative Assistant & office driver to ensure that duties are performed in an effective, systematic and timely manner.
• Ensures adequate office supplies.
• Responsible for orderly electronic copy & filing systems of travel related procedures are in place;
• Works closely with Director Enterprise Services;
• Update on travel related to ensure the security measures are in place as per FHI360 guidelines;
• Update on Gov travelers to ensure procedures are duly followed;
• Donor guidelines are followed;
• Works closely with CMS on procurement, as needed;
• PR are initiated as needed, PO is initiated as needed;
• Ensure that PO are tracked, and necessary monitoring done for closure;
• PR/ PO are duly filed in appropriate manner for easy review & access;
• Ensure timely update & circulation of Travel Matrix;
• Open ended commitment is prepared as per timeline and shared with Finance;
• Annual inventory is updated as per procedure
• Shared Folders are reviewed and updated
• Performs other duties as assigned.

Education Qualification/Required Skills & Experience

• Bachelor degree or at least 10 years of experience in administrative and office procedures.
• Prior experience working with NGOs and government organizations would be useful.

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