Gaborone, South-East District

Job Summary

FHI 360 is seeking a Senior Administration Officer to provide support to the FHI360 projects. The incumbent will ensure the smooth operation of the organization’s facilities, procurement, inventory, fleet and travel management by developing, implementing and evaluating maintenance and improvement programs as they relate to the continuous operation of the organization’s admin platforms.

They will be responsible for effective utilization of organizational resources.

Accountabilities:

• Leads the procurement process and ensures all procurement is compliant with the FHI360, and donor policies.
• Responsible for all administrative/office operations of the FHI Botswana office as well as field offices.
• Ensures that administrative systems are established and implemented for office security, maintenance, office supplies and others as required for smooth running of the office.
• Oversees local and international staff travel including booking air tickets, airport transfers, arranging for travel advances, making hotel reservations, etc. as needed, ensures its compliance with FHI travel policies.
• Manages vehicle fleet, conducting monthly fuel consumption analysis and logbook reconcilliations.
• Oversees the upkeep, rehabilitation and maintenance of the entire FHI facility.
• Coordinates and maintains office space, office set up, phone installation, internet installation, security installation and functioning, and maintain register of office keys.
• Custodian of all assets and equipment, ensuring that fixed asset registers are accurate and updated.
• Supervises administrative associate/s, and drivers.
• Perform other duties as may be assigned including support to other projects as the need arises.

Applied Knowledge & Skills:

• Comprehensive knowledge of office equipment, electrical and mechanical systems.
• Strong knowledge of office and procurement standards and practices.
• Excellent oral and written communication skills.
• Proficient use of Microsoft Office and computer software skills.
• Ability to prioritize assignments and work well with others.
• Ability to read and understand blueprints.

Problem Solving & Impact:

• Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.
• Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Provides guidance to other support personnel. Acts as team lead.
• Determines methods and procedures on new assignments.
• Typically reports to a Manager.

Education:

• Associated Degree or international Equivalent in Business Administration , Public Administration or Related Field.

Experience:

• Typically requires 5+ years of clerical and administrative support experience.
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Knowledge of general office practices and administrative procedures
• Resourceful in gathering and providing information

Typical Physical Demands:

• Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

Less than 10%

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.

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

Please click to continue searching FHI 360’s Career Portal.

FHI 360 is an 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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