FHI 360 Background:

FHI 360 is a global development organization, with a rigorous, evidence-based approach to human development. Our team of professionals includes experts in health, nutrition, education, economic development, civil society, environment, and research. FHI 360 operates from over 60 offices with more than 4000 employees in the United States and around the world. Our commitment to partnerships at all levels and our multi-disciplinary approach allows us to have a lasting impact on the people, communities, and countries we serve by improving the lives of millions. We are currently seeking qualified candidates for the position of Assistant Program Officer for the USAID Healthy Behaviors Activity. This position will be based in Addis Ababa, Ethiopia.

Project Description:

The USAID Healthy Behaviors Activity project implemented by FHI360 and funded by USAID will support the Ethiopia Government and a broader set of stakeholders to design, implement, and evaluate SBC strategies that, strengthen comprehensive health knowledge and skills, foster community support for health action, shift harmful social and gender norms, increase provider motivations and skills to provide client-centered services, and engender institutional commitment and capacity to lead this change.

Job Summary:

The Assistant Program Officer will assist in managing and executing the USAID Healthy Behaviors Activity. Working alongside the Program Officer and other staff members, they will provide administrative and project support, as well as contribute to communication efforts. The Assistant Program Officer will ensure compliance with both internal and external regulations.

Accountabilities:

• Maintain an up-to-date and accurate Program facilitation tracker for FHI 360 Ethiopia Country Office.
• Provide administrative support to program teams to ensure high-quality deliverables.
• Coordinate program activities, troubleshoot issues, and monitor progress.
• Prepare Purchase Requisitions (PR) for procurement of goods and services.
• Maintain complete Program files per checklists for all approved Memorandum requests.
• Facilitate event coordination, logistics, and arrangements for staff meetings.
• Assist in preparing venue and per diem files for events.
• Provide administrative support to finance, HR, and logistics as needed.
• A front point of contact for guests and visitors in providing information, taking messages, and scheduling appointments.
• Receives guests and determine nature and purpose of their visit, and direct or escort them to specific unit.
• Make flight bookings for international/local travels and hotel reservation. And communicate e-ticket to the staff accordingly and point of destination for hotel reservation.
• Support staff to ensure travel authorization is made for travelers.
• Prepare and update communication tree every month and share to all staff.
• Petty cash handling and ensure payments are made on timely basis for hotel accommodations and flight service providers.
• Stationary control and request stationary items to different units in timely manner which includes raise stock request to replenish office stationery and issue stationary and maintain records on register and prepare monthly report on usage.
• Perform other incidental duties as assigned by the supervisor.

Competencies:

There are 31 FHI360 development competencies. The focus for this particular job will be:

• Project Management (Planning and Time Management) – accurately scopes out length and difficulty of tasks (sets objectives/goals/measures). Breaks down work into steps, schedules, task/people assignments. Marshal’s people, time, and resource efficiently. Arranges information in a useful manner and orchestrates multiple activities at once.
• Problem Solving – analyzes problems, seeks input from others and considers a variety of solutions. Chooses most efficient and effective solutions with attention to the impact that solution has on other projects and tasks.
• Technical Skills and Learning – lets go of outdated processes and procedures, seeks out resources to enhance technical skills, and readily learns new industry processes, systems and products.
• Employees are expected to possess or have high potential for development of these three fundamental competencies.

Applied Knowledge & Skills:

• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
• Must be able to read, write and speak fluent English, fluent in host country language as appropriate.
• Basic knowledge of concepts, practices and procedures with project design.
• Strong oral and written communication skills.
• Demonstrated proficiency with Microsoft Office suite software.
• Ability to problem solve and recommend corrective action as needed.
• Strong organizational and attention to detail needed to adhere to project deadlines.
• Effective communications in information shared by ensuring attention is paid to the specific components (i.e., formatting) of the communication, successful delivery and accountability for specific components (i.e., keeping timelines updated).