Assistant Program Officer & Administration (APO&A) Consultant USAID MAJU - (code : APO&A Consultant MAJU)

POSITION INFORMATION

Position Title Donor/Program	: Assistant Program Officer & Administration (APO&A) : USAID/MAJU
Location	: Jakarta, Indonesia
Job Type Time Frame	: Consultant : 1 July 2019 – 30 June 2020
Closing Date	: June 28, 2019

OBJECTIVES

The consultant will function as program assistant for program officers and will work as part of the MAJU program team. S/He will be responsible for assisting Program Officer in administration of grants, supporting program implementation, including budget development for program events and workshop, monitoring and evaluation, and drafting activity reports, in providing technical assistance to partners and grantees. The consultant will also responsible for daily administrative tasks for PO, COP and DCOP on logistical, administrative, and financial aspects of program activities especially in relation to Outcome 2 activities and few direct implementation activities.

TASKS

  Program Management

• A main responsibility of the Consultant is to assist Program Officer in managing a portfolio of grantees. S/he will assist program team in organizing procurement/tender process, ensure program’s deliverables are clear, monitor and facilitate programs so they are met on time and within budget; obtain timely and compliant reports. She will also be responsible in developing snapshot of partner’s program implementation and article for internal monthly updates of MAJu,
• Working together with Program Officer to prepare regular monitoring and evaluation report, and supervise preparation of grant administration by Grant Officer.
• Working together with Program Officer, drafting of terms of reference for program’s procurement/tender, consultants and coordination of technical assistance to national and local partners.
• Assists Program Officers and COP/Deputy to review proposals and budgets from grantees and potential Foundation partners; to review grant and contract documents; assisting with the grantee reporting process, including following up on delinquent reports;
• Preparing Foundation financial reporting forms (TAF 254);
• Conducts routine correspondence via email and post with program partners for program activities, reports, proposals and other program-related matters;
• Maintains records of all incoming grant proposals; sends grant proposal correspondence; and reminds Program Officers to follow-up on grant proposals;

  Logistical Support

• Works closely with Program Officers, COP/Deputy, and project PA to organize all logistical support and backstopping efforts necessary to ensure satisfactory completion of grantee activities and programs;
• Assists Program Officers to maintain contacts with local, national, international institutions, agencies and personalities that may be relevant to the program;
• Organizes conferences, meetings, training programs, and workshops that usually involve but are not limited to: coordination with local partners, venue preparation, travel arrangements for participants, preparation of materials for discussion, and distribution and contacting media;
• Assists with program-related travel;
• Responsible for preparing financial documents for any related program expenses;
• Maintains a calendar of program activities;
• Develops partner and counterpart mailing lists for program related correspondence;
• Travels domestically to support project activities, including travel to Papua; and
• Other duties as assigned by the Country Representative, Deputy Country Representative, and COP/Deputy.

LEVEL OF EFFORT

Up to 120 days for 12 month period

REQUIREMENTS

• Minimum two 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 program development and grant-making process and procedures
• Works well as a member of a team and independently

DELIVERABLES

·         Monthly timesheet and invoice submitted

HOW TO APPLY

Please send your application letter and CV to The Asia Foundation by e-mail to hrd@tafindo.org by   June 28, 2019. Please write “APO&A Consultant MAJU” in the Subject of the e-mail. The Asia Foundation is an equal opportunity employer.