Job Summary

Position Title: Administration Officer

Project: EpiC MNCH+N Project Mozambique

Location: Quelimane, Zambezia

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: Administration Officer

Description:

FHI 360 is seeking a candidate for the position of Administration Officer for EpiC MNCH, a project to be implemented in the provinces of Nampula/Zambezia, focused on improving the quality of maternal, neonatal, and child health outcomes and working with government partners to institutionalize a culture of quality improvement. The Administration Officer will handle administrative and human resources functions for the project team, including drafting correspondence; planning and preparing meetings and conference calls; organizing physical and electronic files; and distributing equipment and work materials. The selected candidate will be based in Quelimane, Zambezia and will report to the Senior Operations Officer.

Accountabilities:

• Ensure transparent and efficient management of consumables and materials for FHI360 Quelimane provincial offices.
• Ensure that all employees have work materials and equipment in good working order.
• Contribute to transparency in procurement processes and ensure that all assets are properly recorded in the inventory and bear the organization's stamp.
• Keep all documentation related to the office's operations up to date (INSS, MITRAB, CM, and others);
• Handle travel details/logistics for project staff, consultants, and others, and follow up on travel expense reports.
• Develop and make recommendations to the Senior Leadership Team (SLT) and the Finance and Operations Manager on internal management systems and policies to be applied in the Offices.
• Continuously evaluate the organization and service delivery to ensure the best use of human and material resources.
• Supervise the work of the receptionist, drivers, logistics assistant, cleaning staff, and other administrative staff.
• Work with the Finance team to ensure that coordination of functions is carried out properly and that security policies and procedures are respected.
• Work with the Project Team to ensure that they are supported and that the organization's policies and procedures are followed.
• Oversee the operation of the following systems:
  • Management of hotel reservations, organization of events, seminars, and meetings.
  • Management of the timesheet process to monitor employee attendance and compliance.
  • Management of reception duties, including ensuring that the receptionist answers phones quickly and appropriately, that all visitors are welcomed and attended to properly, and that other receptionist duties are assigned and properly monitored.
  • In coordination with the Administrative & Financial Manager, ensure that the procurement process is managed, including ensuring that the procedures used to obtain quotations are conducted in accordance with the Organization's official policies and procedures, that the documentation is correct and as required, that all necessary reports on the procurement process have been delivered to the respective supervisors, and that the entire procurement process is conducted in a transparent, timely, and appropriate manner.
  • Manage office supplies and keep the stock record and office equipment maintenance up to date.
  • Participate in and coordinate the hiring process at the provincial level, especially for temporary staff, including the preparation of payroll sheets.
  • Introduce and train new employees in administrative processes, their benefits, etc.; employee records, performance appraisal system management under the guidance of the Provincial Manager, and other HR-related functions.

Required Qualifications:

• Associate's degree in a field related to administration, management, or finance.
• Minimum of 5 years of relevant practical experience.
• An advantage: experience working with NGOs funded by the US government.
• Proficiency in Microsoft Office Excel, Access, PowerPoint, Word, and Outlook.
• Fluency in Portuguese and English.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at a 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:

• None

**Or an equivalent combination of relevant education and/or experience sufficient to successfully

perform the key responsibilities of the job. 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.

The last day of receiving applications will be 19 March 2026

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.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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