Job Vacancy Palladium International - Office Assistant for Health Policy Plus (HP+) Project

Position Description

Office Assistant

Organization Overview

Palladium develops and delivers solutions that create positive impact for communities, businesses, societies and economies. We transform lives and create enduring value by working with governments, corporations and non-profit organizations. We create positive impact through more than 100 current projects with more than 2000 employees operating in over 90 countries.

Palladium implements the USAID-funded Health Policy Plus (HP+) Project. HP+ works with key stakeholders to advance health policy and financing for family planning and reproductive health (FP/RH), HIV, and maternal and new born health (MNH) at national and subnational levels. The project aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs, and by strengthening in-country partners' capacity to navigate complex environments for effective policy design, implementation, and financing aligned to the existing priorities.

Position Summary

The Office Assistant will be based in Jakarta, Indonesia and will be responsible in the areas of arranging staff movements (by road and air), responsible for meetings and workshop logistics, and preparing documents related to finance and procurement for review and approval by staff in Jakarta and Washington, DC.

Propose Timeline

This is a level of effort based consultancy up to 180 days, starting from August 2020 until mid of April 2021. 

Key Responsibilities

Reporting to the Operations Manager, the Office Assistant will:

• Coordinate and prepare for meetings, workshops and events by assisting with registrations, payments, and confirmation, reserving rooms, and arranging for refreshments and necessary equipment. Managing attendance register in accordance with HP+ policy;
• Assist with the preparation of workshop materials and meeting documents (printing, binding, organizing, filing, and meeting minutes);
• Assist the team with routine administrative support such as photocopying, scanning and filing;
• Coordinate messenger and courier services;
• Receive, sort, and distribute incoming mail and prepare outgoing mail for distribution;
• Maintain office filing and storage systems;
• Ensure that proper invoices and other supporting payment documentation are submitted by vendors;
• Prepare and submit payment requests to the finance unit;
• Make reservations for travel arrangements such as flights, car, and hotel bookings, as necessary for HP+ staff and consultants;
• Assist the Operations Manager in project procurement as directed, such as identifying and getting quotes from vendors;
• Monitor and maintain office supplies;
• Ensure office equipment is properly maintained and serviced;
• Enter all HP+ assets in the asset register and tag as required by HP+ policy;
• Perform work related errands as requested such as going to the post office and bank;
• Perform any other responsibilities as directed

Requirements

• Bachelor’s Degree in relevant field of study;
• Minimum 2 years of relevant experience. Experience with Indonesia NGO projects is preferred;
• Knowledge of travel arrangements and logistics is key
• Fluency in Bahasa with basic proficiency in written and spoken English.

Skills

• Strong analytical and computer skills (Word, Excel, PowerPoint, Internet)
• Ability to work in a team and communicate effectively with diverse cultural and professional staff members.

 

Interested applicants should submit their CV and proposed rate by Monday, 20^th July 2020.  To stefana.ruri@thepalladiumgroup.com with Subject Name_Position Applied.

Only shortlisted candidates will be contacted.

The Palladium Group provides equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.