POSITION INFORMATION
Position Title
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: Program Assistant – PEDULI
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Location
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: Jakarta, Indonesia
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Job Type and duration of contract
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: Full-Time, 1 year contract period
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Closing Date
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: July 31, 2017
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SUMMARY OF JOB RESPONSIBILITIES
Support
the Peduli team to review proposals and budgets, managing program
files, drafting letters, and handling contacts with local, national,
international institutions, agencies and personalities as well as assist
in ensuring that program funds are appropriately disbursed in a timely
manner. Additionally, Program Assistant is also responsible for
organizing meetings, workshops, trainings, and other program related
events. Program Assistant is basically responsible for logistical,
administrative and financial aspects of program activities and grants
management. Additionally, the Program Assistant will be required to
provide accurate and timely translation to various Indonesian and
English documents.
JOB FUNCTIONS
• Assists the Peduli team to review proposals and budgets from grantees and potential Foundation partners;
• Assists the Peduli team in drafting Letters of Agreement;
• Responsible for managing grantee reporting process, including following up on delinquent reports;
• Assists the Peduli team in monitoring and evaluating grantee activities and programs;
• Prepares Foundation narrative grant closing forms (TAF 254);
• Responsible for filing grant related documents;
• Prepares grantee insurance and tax forms;
• Conducts
routine correspondence via email and post with grantees regarding
program activities, reports, proposals and other program-related
matters;
• Maintains
records of all incoming proposals; sends proposal under review letters;
and reminds Program Officers and or Assistant Program Officers to
follow-up on proposals within a month of receipt;
• Works
closely with the Peduli team members to organize all logistical support
and backstopping efforts necessary to ensure satisfactory completion of
grantee activities and programs;
• Assist
Senior Program Officers and Program Officers and Assistant Program
Officers to develop and maintain contacts with local, national,
international institutions, agencies and personalities that may be
relevant to the program.
• Organizes
conferences, meetings, trainings and workshops that usually involves
but not limited to: coordination with local partners, venue preparation,
travel arrangement for participants, preparation of materials for
discussion and distribution and contacting media;
• Assists with program-related travel;
• Responsible for preparing financial document for any related program expenses;
• Maintains the calendar of program activities;
• Develops and maintain a filing system for the program;
• Develops a mailing list for program related correspondence;
• Responsible for clipping news items that may be relevant to program issues;
• Assists with organizing publication of program research reports;
• Attends conferences, events and donor coordination meetings on behalf of the Foundation;
• Other duties as assigned by the Peduli team members
REQUIREMENTS
- Minimum three years in a grant or program administration position with an internationally focused non-profit organization
- Minimum of bachelor's degree or equivalent.
- Excellent verbal and written communication skills in both English and Bahasa Indonesia
- Computer proficient in word processing, spreadsheets and database management.
- Knowledge of Indonesian NGO community and government agencies
- Knowledge of international donor agency requirements and regulations.
- Knowledge of grant-making process and procedures
- Works well as a member of a team and independently.
HOW TO APPLY
Please send your application letter and CV to The Asia Foundation by e-mail to hrd@tafindo.org by July 31, 2017 at the latest. Please write “PA - PEDULI” on the Subject of the e-mail. The Asia Foundation is an equal opportunity employer.
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