Office Assistant

Office Assistant

FHI 360 is a collaborative and innovative community of experts in over 60 countries around the world, united by a shared goal: to open opportunities for people everywhere so they can lead full and healthy lives. We are a passionate and purposeful team that works with local leaders to improve health and well-being, respond to crises, and strengthen community resilience. Together, we are mobilizing different perspectives, deep expertise and data driven solutions to help humanity thrive.

FHI 360 supports United States Government (USG) to provide strategic technical support and direct service delivery to achieve Human Immunodeficiency Virus (HIV) epidemic control among all at-risk populations; strengthen Global Health Security (GHS), including outbreak response; improve Maternal, Newborn and Child Health (MNCH), address malaria; and nutrition.

We are currently seeking qualified candidates for the position of Office Assistant for FHI 360 in Tajikistan. The position will be based in Dushanbe, Tajikistan.

Job Description:

The Office Assistant will provide administrative, logistical, and office operations support for the HIV, GHS, MNCH and Nutrition Project Team to ensure the efficient day-to-day functioning of the office. Reporting to the Operations Manager and working closely with project staff, the incumbent will support office administration, travel and logistics coordination, inventory and asset management, records maintenance, and general office services. The Office Assistant will also assist with travel expense reports, asset handover documentation, and ensuring compliance with office policies and procedures.

Position Responsibilities:

• Serves as the primary point of contact for inquiries from all units, resolves requests and directs visitors/vendors to the appropriate staff member.
• Receives, logs, distributes, and tracks incoming mail, coordinates outgoing correspondence, courier packages, deliveries, and interoffice mail.
• Provides administrative and logistical support to Security Focal Point and staff to maintain compliance with office security requirements/policies.
• Maintains and updates the inventory of FHI 360/Tajikistan office property, equipment, and supplies; prepares asset handover and acceptance certificates; maintains related documentation and tracks stock levels of supplies and household goods, ensuring that supplies are organized, accessible, and available when needed.
• Supports the operation of office equipment, internet access, and other office services; reports technical issues to the service providers or relevant staff.
• Provides logistical support for staff/visitors and training participants during business travel and field trips, including transportation, accommodation, visa/insurance, EA and travel expense reports (TERs) submissions, and preparation of required supporting documentation.
• Assists with team meetings, including arranging meeting facilities, preparing materials and agendas, processing purchase requests, internal orders, coordinating speakers, taking notes, and arranging translation services.
• Reviews and records supplier invoices in the relevant system and submits them to the Finance Unit for processing.
• Prepares and formats routine correspondence, memos, official letters, and other administrative documents; maintains organized administrative files, records and supports induction for new staff members.
• Provides administrative and logistical support for warehouse activities, including release of items, acceptance documentation, and transportation coordination with drivers.
• Participate in procurement selection committees and contribute to the review and evaluation of procurement-related submissions, as required;
• Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent required; higher education preferred;
• Minimum 3 years of relevant experience in administration and office operations;
• Ability to coordinate support staff and service providers;
• Knowledge of relevant administrative, safety, and storage requirements;
• Experience in maintaining documentation and reporting on the flow of goods and records; ability to work with spreadsheets;
• Proficiency in MS Word, Excel, and Outlook;
• Demonstrated professionalism, integrity, and ethical values;
• Ability to meet tight deadlines and manage multiple tasks with minimal supervision;
• Excellent written and oral communication skills;
• Fluency in Russian, Tajik, and English is required;
• Position open to Tajik nationals or individuals legally authorized to work in Tajikistan.

Travel Requirements:

• 5-10% within Tajikistan 

This job description 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.

The expected hiring salary range for this role is TJS 104,000 - 140,000 for annual  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. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines.

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 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 [email protected].

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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