We are currently seeking qualified candidates for the position of Admin Officer for an anticipated multiyear project improving the utilization of health services for underserved ethnic minority populations in western and southwestern China. This position is based in Kunming, China.

Position Summary:

The Admin Officer will work under the direction of the Operations Manager. S/he will perform a variety of administrative and office support duties. The position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services.

Key Responsibilities:

Administrative Support:

• Provide meeting logistics support for project trainings, workshops and meetings organized by Kunming Office and project partners.
• Provide travel logistics support to project personnel, including assistance with EA submission when required, and take care of logistics arrangements such as travel transportation and accommodation. File all EAs and complete the EA tracking form and report to the Operations Manager on a regular basis.
• Ensure the stable operation of office equipment through effective communication and coordination with suppliers, IT professionals and related service providers.
• Responsible for office lease contract update, maintain good communication with landlord, timely deal with office facilities maintenance and other issues.
• Assist in the completion of the project part-time consultant contract signing, contracts’ tracking.
• Provide support for project and office procurement, including preparing PR, procurement support documents, drafting purchase orders, collecting procurement invoices and reimbursement documents, and completing procurement tasks according to FHI360 management regulations.
• Responsible for the registration and management of all materials and equipment purchased by the office and projects for partners, and report to the operations manager on a regular basis.
• Assist on inventory tracking and ensure the up-to-date inventory record.
• Assist in office and project documentation filing and management.
• Assist TESS system management and office staff leave records.
• Respond to staff’s administrative support needs as required.
• Assist the Operations Manager in drafting and preparing documents to be submitted to the provincial government department according to the specific requirements of the provincial government department. Assist with the annual inspection procedures and prepare updates or modifications of international NGOs registered in Yunnan as needed to ensure the legal existence of the organization.
• Assist Operations Manager with other administrative tasks as required.

Minimum Requirements:

• Bachelor’s degree in Business Administration, Human Resources Management, International Management, or related field.
• At least 3 years of experience providing full range of HR and administrative support in an office setting.
• Prior work experience in a non-governmental organization (NGO) desirable.
• Must be able to read, write and speak fluent English.

This job posting 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 is an equal opportunity 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, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements