*This position is subject to project award and funding.*

Position Summary:

The Program Administrative Assistant will work under the direction of Capacity Strengthening Advisor. S/he will provide comprehensive administrative supports and efficient scheduling for the technical and program staff. Responsibilities include coordinating events, meetings, and workshops, updating project documents, and collaborating with the Program Management Unit (PMU) at the Asia Pacific Regional Office (APRO). The Program Administrative Assistant will act as a liaison for travel coordination and offer technical support in data collection and analysis. As part of the logistics and procurement function, s/he will also organize workshops, manage procurements, and maintain supplier relationships.

Key Responsibilities:

Administrative Support:

• Provide comprehensive support to the technical and program staff/team, including proficient word processing, filing, and efficient scheduling and confirmation of appointments. Maintain an organized electronic and paper filing system.
• Collaborate in the planning, logistics, and management of weekly event calendars, meetings, workshops, and training sessions. Take responsibility for documenting and disseminating accurate minutes of staff meetings.
• Update the filing system, incorporating project documents like work plans, project reports, updates, and other relevant materials. Disseminate project-related materials as directed by senior project staff.
• Collaborate with the Program Management Unit (PMU) at the Asia Pacific Regional Office (APRO) to assist the preparation of subcontract document packages.
• Act as a liaison with the travel team for the coordination of travel authorizations (TA) and travel expense reports (TER). Provide support in making travel arrangements for staff, including hotel bookings, ticketing, and travel insurance.
• Assist in technical data collection, review, and basic analysis. Provide basic technical support in the development and dissemination of tools, materials, reports, papers, and interventions for projects.
• Under supervision, conduct searches of published literature, mobile software sites, blogs, on evolving issues.
• Provide technical administrative support to workplan preparation and finalization.
• Perform additional duties as assigned.

Logistics and Procurement:

• Coordinate logistical organization of workshops/seminars/conferences and trainings for partners and clients.
• Carry out FHI 360 procurements including getting quotations, preparing purchase orders, contracts, negotiations, dealing with vendors, checking legal requirements, etc.
• Keep records and maintain contacts with suppliers, conducting price comparisons to ensure the best value for money. Keep the vendor database up to date accordingly.
• Maintain proper records of invoice receipts, requisitions, purchase order forms and all other documents. Liaise with FHI 360 APRO on procurement issues.