Position Title: Program Administrative Assistant
JOB SUMMARY/DESCRIPTION:
The LINKAGES 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
LINKAGES 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.
DUTIES AND RESPONSIBILITIES
· 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 plans and updates, quarterly
work plans, etc.
· Assist
technical team in project implementation activities/events starting from the
preparation, activities invitation and arrangement, and after event reporting..
· Responsible for coordinating travel authorization (TA) and travel expense reports of staff and
coordinate with LINKAGES Country Office finance
staff to ensure timely submission of
the
TAs and TERs.
· Responsible
for monitor technical team consultant usage, invoice and report and ensure
compliance with Indonesia regulation on consultancy.
· Perform other duties
as assigned.
QUALIFICATIONS
Education/Experience:
· 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 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 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.
Interested candidate please submit your application by the latest on December 11, 2018 through FHI360 Career Portal
https://fhi.wd1.myworkdayjobs.
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