Position Title: PIC Admin Events in Denpasar
FHI 360 is the primeimplementer of USAID Indonesia’s Tuberculosis Private
Sector Activity (TBPS)which aims to contribute to national goals to reduce
tuberculosis (TB)incidence and mortality by increasing the number of private
provider clientswho are correctly diagnosed, notified and receive quality TB
services.
The project is seekinga PIC Admin Events (Daily Worker) to support daily events
in Kota Denpasar.
Overall Scope of Work
Provide support onlogistics, general and financial administration to all
workshops and meetingsconducted by USAID TBPS project based on email
confirmation from PIC Programprior 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 as posters,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 time andin
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 program requirements;
i. Maintain contact person’s name and number (mobile phone) of the
meetingvenue;
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 per
PICprogram’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 the event. Ensure that all
expenditures are supportedwith proper and original receipts. Allreceipts must
be glued on A4 paper, numbered and arranged in date sequence;
3. Perform any duties from the PIC Program as assigned.
Knowledge & Skills
1. Knowledge ofadministrative and general office practices administrative
as well as planningskills.
2. Good proficiency incomputer software applications, especially
Microsoft Word and Excel.
3. Good command of spokenand written English and proficiency in local
language.
4. Ability to work underminimum supervision
5. Ability to handlemultiple tasks and demanding schedules to deliver
high quality results on time.
6. Resourceful ingathering and providing information.
7. Ability to handleconfidential matters
8. Service-minded,well-organized, strong negotiation and interpersonal
skills.
Requirements
1. Bachelor’s Degree inBusiness Administration, Finance or Accounting or
related field, and minimum 5years’ relevant experience in a business setting.
2. Locally residents ofKota Denpasar
3. Prior experienceworking on USAID programs and working in an international
NGO environment is aplus
4. Working knowledge ofoffice software, including Word and Excel.
5. Must be wellorganized, self-starter with attention to detail.
6. Must have excellentcommunication skills and good command in both written
and spoken BahasaIndonesian and English.
This job description summarizes the mainduties of the job. It neither
prescribes nor restricts the exact tasks that maybe assigned to carry out these
duties. This document should not be construed inany way to represent a contract
of employment. Management reserves the right toreview and revise this document
at any time.
Interested candidateplease submit your application and CV to
procurementindotbps@xxxxxxxxxx with the position titleas the e-mail subject by
the latest September 13, 2020.
