PositionTitle: PIC Admin Events in Samarinda
Introduction
The U.S. Agency for International Development(USAID) Tuberculosis Private
Sector (TBPS) Activity works with private sectorhealth providers in Indonesia
to increase tuberculosis (TB) case detection andreporting, enhance access to
state-of-the-art diagnostics and medicines, andpromote public-sector
stewardship for a sustained commitment to a TB-freeIndonesia. USAID
Tuberculosis Private Sector (TBPS) has the following fourobjectives: 1) Support
the Indonesian National TB Program to increase access toconvenient,
close-to-home, quality-assured Tuberculosis services that areresponsive to
patient preferences; 2) Improve private provider diagnosticquality and
treatment outcomes for tuberculosis patients seeking care in theprivate sector;
3) Increase private sector case notification contributions tothe national TB
case detection rate; and 4) Improve systemic and effectivedistrict-level
Public-Private Mix implementation through adoption of evidence-basedproofs of
concept.
To achieve the above objectives, there will be some events,meetings, and
workshops conducted. TBPS plans to hire a Person in Charge (PIC)Admin
Consultant to assist with some events, meetings, and workshops in KotaSamarinda.
OverallScope of Work
Provide support on logistics, general andfinancial administration to all
workshops and meetings conducted by USAID TBPSproject based on email
confirmation from PIC Program prior to the event.
Specific Scope of Works
1. Provide administrative and logistic assistance undersupervision/guidance
of PIC Program and coordination with Jakarta Operationsteam as follow:
a. Assist in travel arrangement (ticket, hotel booking, airportpick up,
etc.) for Jakarta Staff in coordination with Jakarta Operations team;
b. Ensure all visibility materials for the workshop such asposters, banners
are in place (in coordination with Jakarta Operations team);
c. Assist/monitor participants’ hotel check-in/check-out (incoordination
with Jakarta Operations team);
d. Prepare Registration/Attendance list;
e. Prepare all participant’s name tag and table-top sign boards;
f. Ensure all refreshments/meeting package are available on timeand in
accordance to the approved Purchase Order;
g. Prepare all office stationeries needed according toworkshop/meeting
requirements (refers to TOR);
h. Ensure all the meeting arrangement (receptions, tablesarrangement and
participants) are in accordance to the PIC programrequirements;
i. Maintain contact person’s name and number (mobile phone) of themeeting
venue;
j. Consult with PIC Program or Operations team in Jakarta if thereare
issues in the event, such as: number of participants exceed the issued PO,loss
of training equipment, etc.;
k. Assist on distributing all workshops/meetings materials as perPIC
program’s guidance;
l. Collect and follow up SURAT TUGAS and SPPD from participants asrequired;
m. Making sure all workshop’s electronic devices are available andworking
properly;
n. Stand by during the event for any troubleshooting;
o. Ensure all documents are obtained and submitted to relatedpersons and
equipment are returned to their owner in a good condition.
2. Assist in financial administration works in coordination withPIC Program
and Jakarta Operations Team
a. Manage cash advance received from PIC Program and ensure it iskept in a
secure place;
b. Ensure all receipt forms are in accordance with USAID TBPSformat and
financial policy (amount/rate);
c. Prepare summary of participants’ attendance list and submit itto Jakarta
Operations Team so they can prepare allowance list
d. Distribute transport and per diem and any otherallowances/reimbursement
to participants as per allowance list provided byJakarta Operations Team;
e. Prepare Advance Clearance Form (reconciliation) with all thesupporting
documents for the workshop/meeting at the end of theevent. Ensure that all
expenditures are supported with proper andoriginal receipts. All receipts must
be glued on A4 paper, numberedand arranged in date sequence;
3. Perform anyduties from the PIC Program as assigned.
Knowledge& Skills
1. Knowledgeof administrative and general office practices administrative as
well asplanning skills.
2. Good proficiency in computer software applications, especiallyMicrosoft
Word and Excel.
3. Good command of spoken and written English and proficiency inlocal
language.
4. Ability to work under minimum supervision
5. Ability to handle multiple tasks and demanding schedules todeliver high
quality results on time.
6. Resourceful in gathering and providing information.
7. Ability to handle confidential matters
8. Service-minded, well-organized, strongnegotiation and interpersonal
skills.
Requirements
1. Bachelor’s Degree in Business Administration, Finance orAccounting or
related field, and 3 - 5 years’ relevant experience in a businesssetting.
1. Locally resident of Kota Samarinda
2. Prior experience working on USAID programs and working in aninternational
NGO environment is a plus
3. Working knowledge of office software, including Word and Excel.
4. Must be well organized, self-starter with attention to detail.
5. Must have excellent communication skills and good command inboth written
and spoken Bahasa Indonesian and English.
This job description summarizesthe main duties of the job. It neither
prescribes nor restricts the exact tasksthat may be assigned to carry out these
duties. This document should not beconstrued in any way to represent a contract
of employment. Management reservesthe right to review and revise this document
at any time.
Interested candidate pleasesubmit your application and CV to
procurementindotbps@xxxxxxxxxx withthe position title as the e-mail subject by
the latest October 10, 2021.Please put the e-mail title as ‘PIC Admin
Samarinda’ - your name.
