Assistant Program Officer Full Time

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).

Problem Solving & Impact:

• Works on problems that are limited in scope.
• Problems are routine in nature and are standard procedures and policies.
• Works independently and within a team on special non-recurring and ongoing projects.
• Exercises judgment within defined practices and policies to perform duties.
• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Has no supervisory responsibility.
• Uses independent judgment to determine workflow and priorities.
• Receives instructions on new assignments.
• Typically reports to Program Officer.

Education

• Bachelor’s degree in social science, business administration, accounting, records management, or related field.

Experience:

• 3-5 years of relevant experience in non-governmental accounts, program/grant management, and US Government rules and regulations.
• Ability to work independently and in teams within a fast-paced environment.
• Ability to organize and coordinate multiple activities simultaneously.
• Demonstrated success in multicultural environments.
• Excellent communication, writing, and oral presentation skills in English.
• Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
• Proactive in identifying risks, addressing issues, and communicating them to project staff and outside organizations/Government offices as needed.
• Experience establishing strong working relationships with colleagues from different organizations and cultures.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• 30%

How to Apply

You should fill the application form through this link: You should fill the application form through this link: https://fhi.wd1.myworkdayjobs.com/FHI_360_External_Career_Portal/job/Addis-Ababa-Ethiopia/Assistant-Program-Officer_Requisition-2023200725?source=LinkedIn