Position Title: Program Administrative Assistant
ABOUT FHI 360
FHI 360 is a nonprofit human development organizationdedicated to improving
lives in lasting ways by advancing integrated, locallydriven solutions. Our
staff includes experts in Health, Education, Nutrition,Environment, Economic
Development, Civil Society, Gender, Youth, Research andTechnology; creating a
unique mix of capabilities to address today'sinterrelated development
challenges. FHI 360 serves more than 60 countries, all50 U.S. states and all
U.S. territories. We are currently seeking qualifiedcandidates for the position
of: Program Administrative Assistant, EpiC Project, basedin Jakarta, Indonesia.
PROJECT DESCRIPTION:
MeetingTargets and Maintaining Epidemic Control (EpiC), a five-year global
projectfunded by PEPFAR and USAID, is dedicated to achieving and maintaining
HIVepidemic control. The EpiC project providesstrategic technical assistance
(TA) and direct service delivery (DSD) to breakthrough barriers to 95-95-95
andpromote self-reliant management of national HIV programs by improving
HIVcase-finding, prevention, care and treatment programming, and viral
loadsuppression. EpiC is led by FHI 360 with core partners Right to
Care,Palladium, Population Services International (PSI), and Gobee Group.
Theproject also draws upon regional resource partners to provide TA, as well
asglobal resource partners who bring unique capacities.
The EpiCteam’s approach to TA is guided by four mutually reinforcing
principles: (1) afocus on speed, scale, standards, and sustainability; (2)
customizationaccording to local priorities, financing, epidemiology, and the
differentiatedneeds of target populations; (3) adaptive management based on
results; and (4) transition of TA and DSD to localand regional partners to
enable them to receive direct awards. In addition,EpiC applies human-centered
design thinking to resolve persistent challengesalong the HIV service cascade.
The EpiC approaches includes:
· Attain and maintain HIV epidemiccontrol among at-risk adult men, women,
and priority populations
· Attain and maintain HIV epidemiccontrol among key populations
· Improve program management,health information systems, HRH and HIV
financing solutions to attain andmaintain epidemic control
· Support the transition of directfunding and implementation to capable
local partners to meet PEPFAR’s goal ofproviding 70 percent of its funding to
local partners by 2020
JOB SUMMARY/DESCRIPTION:
The EpiC Program Administrative Assistant will provide support and assistance
to the technicalteam on project management and implementationactivities in
Jakarta and Greater Jakarta. S/he will coordinatewith the FHI 360 Financial
Management and Procurement and Operations team to provide critical operations
supportto the EpiC technical team. S/he will beresponsible for administrative
duties including technical team eventarrangement, travel and logistics
arrangements, procurement and finance report,and assist in program report.
S/he willensure that all office functions - including procurement procedures,
financialtransactions, banking transfers and payments are handled efficiently
and ontime.
The position will be based in Jakarta, Indonesia. Indonesian nationalsare
encouraged to apply.
Suitably qualified candidates openly living with HIV and/or who
arerepresentative of the key populations affected by HIV are also
activelyencouraged to apply.
DUTIES AND RESPONSIBILITIES
· Provide support to the technical and programstaff/team including
administrative duties, such as word processing, filing, schedulingand
confirmation of appointments etc. Develop and maintain a comprehensive
electronic andpaper filing system.
· Liaise with Operations Team especially with Procurement andFinance team
for project implementation activities/events and ensure complianceto 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, projectreports, project updatesand other project
-related documents. Maintain and distribute projectmaterials as appropriate or
as directed by senior project staff.
· Assist technicalteam members with the preparation of routine and ad hoc
project reports, such as weekly updates, annual work plans, etc.
· Responsible forcoordinating travel authorization (TA) and travelexpense
reports of staff andcoordinate with LINKAGES Country Office financestaff to
ensure timely submission oftheTAs and TERs.
· Responsible for monitor technical teamconsultant usage and ensure
compliance with Indonesia regulation onconsultancy.
· Perform other duties as assigned.
QUALIFICATIONS
Education/Experience:
· Bachelor’s degree inbusiness studies or public health or related field.
· Preferably 1 year’srelevant experience in administration field.
· Preferably have priorwork experience on USAID programs with
USAID/PEPFAR funded programs.
· Working knowledge ofoffice software, including Word, Excel and
PowerPoint.
· Must be wellorganized, self-starter with attention to detail.
· Must have excellentcommunication skills and good command in both
written and spoken BahasaIndonesian. Good English skills desired.
· Sensitivityto cultural differences and understanding of the political
and ethical issuessurrounding public health issues among key populations in
Indonesia.
· Abilityto manage and complete numerous tasks with a high degree of
organization andlimited resources.
· Experienceof proactively identifying risk, addressing issues and
appropriatelycommunicating these to the project staff and country office as
needed.
· Ableto work independently and on a team.
· Abilityto meet deadlines with strong attention to consistency, detail,
and quality.
· Abilityto travel within country if needed.
This job descriptionsummarizes the main duties of the job. It neither
prescribes nor restricts theexact tasks that may be assigned to carry out these
duties. This documentshould 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 candidatesplease submit your CV to FHI 360 career portal with the
link below by thelatest 17th March 2021
https://fhi.wd1.myworkdayjobs.com/FHI_360_External_Career_Portal/job/Jakarta-Indonesia/Program-Administrative-Assistant_Requisition-2021200389
