Job Summary

The EpiC Program Administrative Assistant will provide support and assistance to the technical team on project management and implementation activities in Jakarta. S/he will coordinate with the FHI360 Operations team to provide critical operations support to the EpiC technical team. S/he will be responsible for administrative duties including technical team event arrangement, travel and logistics arrangements, procurement and finance report, and assist in program report. S/he will ensure that all office functions – including procurement procedures, financial transactions, banking transfers and payments – are handled efficiently and on time.

The position will be based in Jakarta, Indonesia. Indonesian nationals are encouraged to apply.

Suitably qualified candidates openly living with HIV and/or who are representative of the key populations affected by HIV are also actively encouraged to apply.

Accountabilities:

• Provide support to the technical and program staff/team including administrative duties, such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and paper filing system.
• Liaise with Operations Team especially with Procurement and Finance team for project implementation activities/events and ensure compliance to the Operations team’s Standard Operating Procedures (SOP).
• Assist with the planning, logistics and management of meetings, workshops and training and be responsible for taking and disseminating the minutes of meetings.
• Set up, maintain and update the filing system to include project documents, work plans, project reports, project updates and other project – related documents. Maintain and distribute project materials as appropriate or as directed by senior project staff.
• Assist technical team members with the preparation of routine and ad hoc project reports, such as weekly updates, annual work plans, etc.
• Responsible for coordinating travel authorization (TA) and travel expense reports of staff and coordinating with EpiC Country Office finance staff to ensure timely submission of the TAs and TERs.
• Responsible for monitor technical team consultant usage and ensure compliance with Indonesia regulation on consultancy.
• Perform other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree in business studies or public health or related field.
• Preferably 1 year’s relevant experience in the administration field.
• Preferably have prior work experience on USAID programs with USAID/PEPFAR funded programs.
• Working knowledge of office software, including Word, Excel and PowerPoint.
• Must be well organized, self-starter with attention to detail.
• Must have excellent communication skills and good command in both written and spoken Bahasa Indonesian. Good English skills desired.
• Sensitivity to cultural differences and understanding of the political and ethical issues surrounding public health issues among key populations in Indonesia.
• Ability to manage and complete numerous tasks with a high degree of organization and limited resources.
• Experience of proactively identifying risk, addressing issues and appropriately communicating these to the project staff and country office as needed.
• Able to work independently and in a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.

Travel Requirements:

• More than 50%

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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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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