Program Administrative Assistant

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, education, nutrition, environment, economic development, 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 50 countries and all US states and territories.

The U.S. government’s (USG) Global Health Security (GHS) program provides life-saving assistance to prevent, detect, and respond to infectious disease threats which pose risks for public health outbreaks that could cost lives. As part of the USG’s GHS program, the STRengthening Infectious disease DEtection Systems (STRIDES) Activity advances cross-sectoral efforts to successfully identify, manage, and respond to infectious disease threats; detect and prevent further outbreaks; and instill confidence and trust in a country’s disease detection and surveillance structures and services.

Job Summary

The STRIDES Program Administrative Assistant will provide support and assistance to the technical team on project management and implementation activities. S/he will coordinate with the FHI 360 Program, Finance, Procurement, and Technical teams to provide critical operations support project implementation. S/he will be responsible for administrative duties including technical team event arrangements, 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.

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 trainings 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 coordinate with STRIDES Country Office finance staff to ensure timely submission of the Tas.
• Responsible for monitor technical team consultant usage and ensure compliance with Indonesia regulation on consultancy.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree in business studies or public health or related field.
• Preferably 1 year’s relevant experience in administration field.
• Preferably have prior work experience on US Government 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 on a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.

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 IDR 86,000,000 - 120,000,000 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 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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