Administrative and Logistics Officer

FHI 360

Responsibilities:

• Performs advanced level administrative tasks in support of the STRIDES Morocco project team.
• Serves as the primary point of contact for input from internal and external contacts.
• Coordinates project team meetings, prepares agendas, records meeting notes, and distributes minutes.
• Ensure that communications are promptly and accurately dispatched.
• Develops and improves administrative procedures to promote timely processing of deliverables.

• Sets up and maintains files, prepares reports and presentations, performs data entry, and compiles special reports.
• Prepares and maintains documentation, plans, schedules, databases, and spreadsheets to support project functions.
• Schedules and organizes complex activities such as meetings, travel, and conferences for project staff.
• Acts as a liaison with other departments and outside agencies, including senior management.
• Handles confidential and non-routine information and explains policies when necessary.
• Designs and produces correspondence, memos, charts, tables, and other project documents.
• Coordinates set-up, invoicing, and payment for third-party suppliers and outside vendors.
• Maintains databases and spreadsheet files as requested by management.
• Assists with gathering, compiling, and evaluation of project due diligence data.
• Enforces and adheres to organizational policies, procedures, and best practices.
• Coordinates project logistics including transportation, event setup, and field activity support.
• Manages office supply inventory and coordinates procurement of administrative and logistical items.
• Coordinates travel and accommodation arrangements for project staff, consultants, and visitors.
• Supports organization and logistics of workshops, trainings, and project events, including venue selection and material preparation.
• Maintains and tracks project assets and equipment in compliance with asset management policies.
• Liaises with building management, service providers, and vendors to ensure smooth office operations.
• Other duties as required.

Applied Knowledge & Skills:

• Demonstrates in-depth understanding of the areas of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• In-depth understanding of software used to perform day-to-day functions.
• Uses office softwares programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.

Problem Solving & Impact:

• Resolves and/or develops recommendations for issues and problems having broad impact.
• Problem resolution may require some analysis of policy and procedures.
• Serves as a resource to others in resolving non-standard issues and problems.
• Errors may be difficult to detect and would normally result in loss of customers business, material, or equipment to resolve.

Supervision Given/Received:

• Reports to the Finance and Operations Manager.
• Works under limited supervision.
• May coordinate workload with other support staff across project teams.