MidFull TimeEN
About FHI360
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, public health threats, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication, and social marketing - creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.
Job Summary
The Administrative Officer provides advanced administrative and operational support to the STRengthening Infectious Disease DEtection Systems (STRIDES) Activity in Guatemala. Working under the leadership of the Project Manager, the position supports the planning and implementation of project activities, with a strong focus on logistics, procurement processes, and administrative follow up. The role provides support to the identification of local service providers, preparation of procurement documentation, and tracking of administrative and financial processes related to project implementation.
The Administrative Officer assists in organizing and maintaining records, supporting payment processes, and ensuring that required documentation is complete and aligned with organizational policies and procedures. The position works closely with project teams and operations units to support timely and compliant implementation of activities, maintaining effective communication and coordination while exercising sound judgment within defined processes and guidance.
Accountabilities
Administrative & Operational Support
Provide advanced administrative and logistical support for the planning and implementation of project activities, including meetings, workshops, and trainings.
Coordinate activity logistics, including venue arrangements, participant tracking, materials preparation, and on-site support.
Support scheduling, coordination of meetings, and preparation of basic documentation when required.
Maintain effective communication with project staff and support teams to facilitate timely implementation of activities.
Procurement & Vendor Support
Maintain and update the project’s procurement tracker and follow up on related administrative processes to support timely completion.
Support the identification of local service providers for project activities, including venues, catering, printing, and transportation services.
Assist in the preparation of procurement-related documentation, including scopes of work, quotations, and vendor comparison matrices, in accordance with organizational procedures.
Support the collection and organization of vendor quotations and required documentation for procurement processes.
Follow up on procurement processes and vendor deliverables to ensure timely completion of administrative requirements.
Coordinate with relevant teams (Procurement, Finance, and Project staff) to support procurement processes in compliance with organizational policies.
Financial & Administrative Tracking Support
Support administrative processes related to payments, including compilation of documentation for invoices, reimbursements, and vendor payments.
Track activity-related expenses and maintain organized records to support budget monitoring and financial follow-up.
Follow up on pending payments, documentation, and administrative processes to ensure timely completion.
Maintain organized records of financial and administrative documentation related to project activities.
Documentation & Compliance Support
Maintain organized electronic and physical filing systems for project documentation, ensuring compliance with organizational policies.
Review documentation for completeness and accuracy prior to submission, following established guidelines.
Support the preparation, formatting, and organization of documentation for internal reporting, audits, and compliance processes.
Assist the Project Manager in compiling, formatting, and organizing inputs for project deliverables, including progress reports, workplan trackers, desk review summaries, stakeholder briefs, and meeting minutes.
Ensure that administrative processes and documentation are aligned with organizational procedures and donor requirements.
Applied Knowledge & Skills:
Strong organizational and coordination skills, with the ability to manage multiple administrative and operational processes simultaneously.
Ability to review and organize information with a high level of attention to detail, ensuring completeness and accuracy of documentation.
Working knowledge of administrative, procurement, and financial support processes within project environments.
Ability to support procurement processes, including vendor identification, documentation preparation, and follow-up within established procedures.
Ability to track administrative and financial processes, including payments, expenses, and supporting documentation.
Strong problem-solving skills, with the ability to identify issues and follow up on pending actions within defined processes.
Ability to communicate effectively and maintain professional interactions with internal teams, service providers, and external stakeholders.
Strong written and verbal communication skills in Spanish required.
Strong written and verbal proficiency in English preferred.
Ability to work independently while following established procedures and guidance.
Proficiency in Microsoft Office Suite and ability to manage electronic filing and documentation systems.
Supervision Given/Received:
Reports to the Program Manager of the STRIDES Project in Guatemala and works in close coordination with project staff and the People and Culture Associate, as required.
Works with a moderate level of independence in carrying out assigned administrative and operational tasks, following established procedures and guidance.
Has no supervisory responsibility.
Education:
Bachelor’s degree required in Business Administration, Public Administration, Finance, Logistics, Procurement, Project Management, or a related field.
Experience:
Minimum of 5 years of relevant professional experience providing administrative, operational, or project support in a professional setting.
Experience supporting procurement or vendor-related processes, including coordination with service providers and preparation of supporting documentation, preferred.
Experience supporting administrative and financial processes, including tracking of expenses, payments, and documentation, preferred.
Experience working in a project-based environment with multiple stakeholders, preferred.
Prior experience in a non-governmental organization (NGO), international organization, or development project preferred.
Proficiency in Microsoft Office Suite required.
Typical Physical Demands:
Typical office environment.
Ability to work extended periods at a computer.
Ability to sit, stand, and move for extended periods, including occasional movement during activity support or field verification.
Technology to be Used:
Laptop computer.
Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).
SharePoint and other cloud-based document management systems.
Standard office equipment and mobile communication tools.
Systems used for financial tracking, procurement processes, and document management, as required.
Standard office equipment and mobile communication tools.
Travel Requirements:
Limited domestic travel may be required to support project activities, meetings, logistical coordination, or administrative follow-up.
The expected hiring salary range for this role is GTQ 170,000 - 200,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.
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.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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