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: Administrative Associate, Business Services
Description:
The Business Services team is responsible for providing corporate and administrative support in the areas of international registration, international banking, commercial and residential lease sand other ad hoc legal issues to FHI 360’s projects by ensuring consistent application of FHI 360’s policies and procedures during the startup phase and ongoing operation of FHI 360’s offices across the world.
Job Summary / Responsibilities:
The Administrative Associate will provide operational, administrative, and logistical support to Business Services and regularly interact with staff from FHI 360 projects to ensure timely responses of tasks and completion of team responsibilities.
- Provide administrative and logistical support to Business Services
- Ensure timely vendor procurement and invoice processing through Costpoint
- Drafting and completing official correspondence of high-level staff
- Legalize and authenticate official FHI 360 documents for submission to foreign government authorities including obtaining signatures, notarization, and authentication with the DC notary, US Department of State and various embassies
- Assist senior members of Business Services with research and tasks related to engaging legal counsel, registration, banking, delegations of authority, startup, close out activities and ongoing operations within each team member’s portfolio
- Maintain central filing of various Business Services core responsibilities
- Manage the interdepartmental database and Sharepoint site for lease records
- Monitor and update various databases (Smartsheets) regarding country registrations, banking, leases and other ad hoc subjects
- Collaborate with other members of Business Services to develop informational materials
- Serve as point of contact in Business Services to ensure progress on project activities
- Update and maintain various status reports on Business Services team activities
- Coordinate with project staff to execute meetings and conferences
- Manage team’s internal Drupal and Sharepoint sites
- Maintain accurate electronic records of official documents
Qualifications:
- Associate’s Degree or its International Equivalent, Bachelors degree preferred
- 3-5 years’ office/administrative experience in business/non-profit environment or equivalent combination of education and experience
- Experience working within a diverse international context preferred
- Proficiency in e-mail, internet research, Word, PowerPoint, Excel, database software and program management tools
- Strong oral and written communication capability; proficiency in a second language highly desirable
- Ability to work effectively with a wide range of diverse individuals
- Ability to communicate effectively and diplomatically on all pertinent project issues to clients and FHI 360 staff
- Excellent administrative and organizational skills with strong attention to details
- Ability to work independently and self-monitor
- Strong emphasis on the ability to manage multiple tasks
- Enjoy the challenge of working in a fast-paced work setting
- Experience working with an international organization, preferred
- Good understanding and comfortable with cloud computing, specifically Sharepoint
This job description 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.
We offer competitive compensation and an outstanding benefit package. Please click here to visit FHI 360’s Career Center for a list of all open positions.
FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is an equal employment 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, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.
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