Administration Officer (Aden)

Job Code: ADMN10012
Job Family: Administrative 
Compensation Band: JJ

ORGANIZATIONAL OVERVIEW  

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 equality, youth, research, technology, communication and social marketing — creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries.

FHI 360 has been responding to the humanitarian crisis in southern Yemen and along the Western Coast since 2018. Through an integrated health, nutrition, and WASH program, FHI 360 works in Aden, Taiz, and Hudaydah governorates. FHI 360 supports static and mobile health facilities, including rehabilitation, technical support and staff training, and provision of supplies.   FHI 360 also works at the community level through   Community Health Volunteer and water rehabilitation components to reach additional populations. Furthermore, since January 2020, FHI 360 has served as the NGO co-lead for the Aden Sub-Health Cluster. With a country office in Aden and a field office in Al Mokha, FHI 360 has a staff of over 40 national and expatriate staff. 

POSITION OVERVIEW  

This position is responsible for administration and office support duties in the Yemen Country Office. Reporting to the Human Resource & Administration Manager, the position will ensure office and guesthouse facilities in Aden are properly operated, supplied, and maintained. In addition, this position will provide general administrative support activities to the team and other groups as assigned.

KEY RESPONSIBILITIES AND DELIVERABLES

• Oversees cleanliness and upkeep of the office and guesthouse environment through close supervision and management of the housekeeping and maintenance staff.  Keeps office/ reception area in an orderly appearance and functioning manner. 
• Maintains furniture inventory, verification and tagging of office furniture and admin equipment and ensures all furniture items are in good shape.
• Maintains inventory levels of office supply cabinets and kitchen supplies, ensuring order and accessibility. Places orders for business cards and visitor ID badges. 
• Receives, logs and distributes any incoming and outgoing packages and office deliveries. 
• Participates on the committee responsible for locating and securing new office and guest house premises and helps negotiate and prepare lease documents. Maintains the files for all lease documents and amendments, and alerts management well in advance of lease expiry. 
• Tracks and ensures the timely payment of all office rent and utilities bills.
• Supports arranging of seating and desk assignments and office layout.
• Maintains conference room schedules and supply/equipment sign-out logs. Liaises with Information Technology for appropriate telephone and computer issues (e.g. capability for visitors). 
• Arranges travel including flight bookings and updating travelers on schedules in a timely manner. Arranges hotels and venues bookings for staff and events and provides support to office visitors. 
• Ensures adherence to FHI 360’s phone policy and administers monthly credits. Updates, maintains, and distributes appropriate telephone staff directory(s). 
• Any other duties as assigned by your supervisor.

APPLIED KNOWLEDGE & SKILLS:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Provides guidance to other support personnel. Acts as team lead for facilities staff.
• Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
• Errors can be easily and quickly detected within the immediate work unit and would result only minor disruption or expense to correct.

DESIRED QUALIFICATIONS

• University degree.
• At least 3-5 years of clerical and administrative support experience in an INGO in a related position.
• Previous experience working with the Yemen Ministry of Health (MOPHP/ MoPIC), a U.N. Agency (WHO, UNICEF, OCHA) or an INGO is strongly preferred.
• Strong organizational skills and attention to detail. 
• Fluent in English language B1/B2 (both spoken & written).
• Sound understanding of Microsoft Office (Outlook, Excel, Word)

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.