Administrative Officer

Project Description
This position will work across both the Meeting Targets and Maintaining Epidemic Control (EpiC) and Strengthening Infectious Disease Detection Systems (STRIDES) projects.

The EpiC project is a global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the U.S. Agency for International Development (USAID), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; expand tuberculosis detection and treatment (TB), improve maternal and child health (MCH), address malaria; and promote health systems strengthening (HSS) including supply chain management. In Ghana, EpiC will work to support the Ghana Ministry of Health (MOH), Ghana Health Service (GHS)-National AIDS/STI Control Programme (NACP) and Ghana AIDS Commission (GAC) to achieve the UNAIDS 95-95-95 targets by 2030 in PEPFAR-supported regions through the focused implementation of innovative prevention, case finding, linkage to care and treatment strategies, and continuity of treatment.

STRIDES, a global mechanism, is the United States Government's flagship Activity for GHS led by FHI 360 as the prime. In Ghana, STRIDES will enhance GHS priorities aimed at strengthening capacity across laboratory and surveillance systems to prevent, detect, and rapidly and effectively respond to emerging infectious diseases and other public health threats.

Job Description

The Administrative Officer performs a variety of daily administrative and operations support duties in the country offices. This job supports staff and managers in multiple areas including general administration, procurement, travel management, office maintenance, and logistics planning. This role works closely with managers to ensure policies are applied consistently, contributes to process improvements, and provides guidance to junior administrative staff.

Position Responsibilities:

• Processes purchase orders for goods and services in accordance with organizational policies, donor requirements, and approved procurement procedures.

• Conducts market research, obtains competitive quotations, and coordinates with vendors to support timely delivery of goods and services for office and project activities.

• Provide timely administrative support for management of office building operations (e.g. electricity, drinking water, communications, maintenance and repair of office equipment and furniture by service vendors etc.)

• Coordinate transport of goods and staff. Ensure proper functioning and maintenance of the vehicle fleet and generators.

• Administers departmental travel operations by processing local Expense Authorizations (EA) for project staff and visitors and coordination of expense report submissions.

• Arrange hotel reservations, airline tickets, transportation and vehicle rentals in compliance with travel policy and funder requirements, and traveler duty of care.

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• Provide all necessary procurement and logistical support for field activities in coordination with the project staff and government counterparts.

• Process Procurement Request forms (PR) and Purchase Orders (PO) for various goods/services ensuring that FHI 360 country office’s procurement policy is strictly adhered to.

• Ensure timely processing of invoices for payment. Overseeing physical record retention in accordance with FHI 360 and local policies.

• Contribute to monthly reporting in line with organizational guidelines.

• Closely work with program team and provide support in smooth operation of the program management.

• Perform other duties as assigned by Senior Finance Manager, or other designated supervisor in country.

Qualifications

The following are the minimum qualifications required for position:

• Bachelor’s degree plus 3 years of relevant experience

• Relevant experience in Office Administration, supply chain management, procurement, fleet management, and/or warehousing.

• Excellent communication skills.

• Works well independently and within a team on special non-recurring and ongoing projects/programs.

• Excellent problem solver who can exercises judgment within defined practices and policies to perform duties.

• Proactive and able to take initiative in facilitating procurements.

• Proven shorthand and typing ability.

• Good computer skills.

• Experience must reflect the knowledge, skills and abilities listed above.

• Knowledge of health and social programs including HIV/AIDS.

• Thorough knowledge of modern office procedures.

• Ability to work well with others and to develop strong team spirit.

• Well developed computer, written and oral communication skills.

• Fluency in English.

The position will be based in FHI 360’s office in Accra, Ghana.

The expected hiring salary range for this role is indexed to USD 9,000 - 13,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

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 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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