Position Title: Field Administrative Officer (Medan Based)
FHI360 is a nonprofit human development organization dedicated to improving
livesin lasting ways by advancing integrated, locally driven solutions. Our
staffincludes experts in Health, Education, Nutrition, Environment,
EconomicDevelopment, Civil Society, Gender, Youth, Research and Technology–
creating aunique mix of capabilities to address today’s interrelated
developmentchallenges. FHI 360 serves more than 60 countries, all 50 U.S.
states and allU.S. territories. We are currently seeking qualified candidates
for theposition of: Field Administrative Officerfor a USAID Tuberculosis
Private Sector Activity in Indonesia.
JOB SUMMARY/DESCRIPTION:
The Field Administrative Officer will provide support and assistance to the
technicalteam on project management and implementationactivities in Medan.
S/he will coordinatewith the TB Private Sector Operations Team Jakarta Office
to provide criticaloperations support to the TB Private Sector team. S/he will
be responsible for administrativeduties including travel and logistics
arrangements, technical team eventarrangement and visitor liaison functions.
S/he will ensure that all office functions - including financialtransactions,
banking transfers and payments are handled efficiently and ontime.
The position will be based in Medan, Indonesia. Indonesian nationals
areencouraged to apply.
DUTIES AND RESPONSIBILITIES
· Ensure all operational andadministration functions and processes and
system implementation in fieldoffice are in-line with FHI360 and USAID
guidelines and policies.
· Provide support to the technical and programstaff/team including
secretarial duties,such as word processing, filing, scheduling and confirmation
of appointments etc. Develop and maintain a comprehensive electronic andpaper
filing system.
· Provide support with thepreparation, logistics, documentation and
management of meetings, workshops and trainings and be responsible for taking
and disseminating the minutes of meetings not limited to activities invitation
andarrangement, after event reporting, etc.
· Set up, maintain and updatethe filing system to include project
documents including work plans, projectreports, project updatesand other
project -related documents. Maintain and distribute projectmaterials as
appropriate or as directed by senior project staff.
· Assist technical team members with the preparation ofroutine and ad hoc
project reports,such as weekly updates, annual work plans, etc.
· Responsible for coordinating travel authorization (TA) and travel
expense reports of staff and coordinate with accounting and financestaff to
ensure timely submission oftheTAs and TERs.Make staff travel arrangements e.g.
hotel bookings,ticketing,travel insurance etc.
· Maintain office asset register and ensure all receiptdocument needed is
available in assigning assets to employees and wheneverassets are returned.
Ensure office asset register and asset receipt &return register is always
accurate, up to date, and in coherence with nationalasset register managed by
national office
· In coordination withProcurement Team, assist local procurement
inaccordance with FHl360 and USAIDregulations and procurement plans, including
oversightof all bids and billingas appropriate.
· Serve as petty cash custodian and prepare the petty cash report and
submitthe request for its replenishment in timely manner and support other
areas offinancial management as required.
· Perform other dutiesas assigned.
QUALIFICATIONS
Education/Experience:
· Bachelor’s degree inbusiness studies or public health or related field.
· At least 5 years’relevant experience in office management and
administration.
· Must have prior workexperience 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.
- Must have experience with U.S. government rules and regulations and
experience working in an international NGO environment.
- 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 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 candidate pleasesubmit your CV to FHI 360 career portal with the
link below by the latest 20thDecember 2020
https://fhi.wd1.myworkdayjobs.com/FHI_360_External_Career_Portal/job/Indonesia-Any/Field-Administrative-Officer_Requisition-2020202213
FHI 360 is an equal opportunity andaffirmative action employer. FHI 360 is
committed toproviding equal employment opportunity without regard to race,
color, religion,sex, gender identity, sexual orientation, national or ethnic
origin, age,disability or status as a veteran with respect to policies,
programs, oractivities.
