Program Administrative Assistant

About FHI 360

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of: Program Administrative Assistant full-time staff.

Project Description

Meeting Targets and Maintaining Epidemic Control (EpiC), a five-year global project funded by PEPFAR and USAID, is dedicated to achieving and maintaining HIV epidemic control. The EpiC project provides strategic technical assistance (TA) and direct service delivery (DSD) to break through barriers to 95-95-95 and promote self-reliant management of national HIV programs by improving HIV case-finding, prevention, care and treatment programming, and viral load suppression. EpiC is led by FHI 360 with core partners Right to Care, Palladium, Population Services International (PSI), and Gobee Group. The project also draws upon regional resource partners to provide TA, as well as global resource partners who bring unique capacities.

The EpiC team’s approach to TA is guided by four mutually reinforcing principles: (1) a focus on speed, scale, standards, and sustainability; (2) customization according to local priorities, financing, epidemiology, and the differentiated needs of target populations; (3) adaptive management based on results; and (4) transition of TA and DSD to local and regional partners to enable them to receive direct awards. In addition, EpiC applies human-centered design thinking to resolve persistent challenges along the HIV service cascade.

EpIC is currently being used as a funding mechanism by which to direct financial, programmatic, and technical resources to assist Indonesia’s health supply chain response. EpiC’s Health Supply Chain program portfolio will consist of (a) Logistic HIV coordination meeting; (b) Stock opname analysis at pharmacy warehouse facilities; (c) HIV sites monitoring, mentoring and analysis; (d) Order processing, replenishment, receiving and distribution of HIV commodities; (e) Viral load laboratory network optimization monitoring; and (f) HIV commodities forecasting and supply planning.

Job Summary

The EpiC Program Administrative Assistant will provide support and assistance to the technical team on project management and implementation activities in Jakarta. S/he will coordinate with the FHI360 Operations team to provide critical operations support to the EpiC technical team. S/he will be responsible for administrative duties including technical team event arrangement, travel and logistics arrangements, procurement and finance report, and assist in program report. S/he will ensure that all office functions - including procurement procedures, financial transactions, banking transfers and payments - are handled efficiently and on time.

The position will be based in Jakarta, Indonesia. Indonesian nationals are encouraged to apply.

Suitably qualified candidates openly living with HIV and/or who are representative of the key populations affected by HIV are also actively encouraged to apply.

Accountabilities:

• Provide support to the technical and program staff/team including administrative duties, such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and paper filing system.
• Liaise with Operations Team especially with Procurement and Finance team for project implementation activities/events and ensure compliance to the Operations team’s Standard Operating Procedures (SOP).
• Assist with the planning, logistics and management of meetings, workshops and training 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, project reports, project updates and other project - related documents. Maintain and distribute project materials as appropriate or as directed by senior project staff.
• Assist technical team members with the preparation of routine 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 coordinating with EpiC Country Office finance staff to ensure timely submission of the TAs and TERs.
• Responsible for monitor technical team consultant usage and ensure compliance with Indonesia regulation on consultancy.
• Perform other duties as assigned.

  Minimum Qualifications:

  • Bachelor’s degree in business studies or public health or related field.
  • Preferably 1 year’s relevant experience in the administration field.
  • Preferably have prior work experience on USAID programs with USAID/PEPFAR funded programs.
  • Working knowledge of office software, including Word, Excel and PowerPoint.
  • Must be well organized, self-starter with attention to detail.
  • Must have excellent communication skills and good command in both written and spoken Bahasa Indonesian. Good English skills desired.
  • Sensitivity to cultural differences and understanding of the political and ethical issues surrounding public health issues among key populations in Indonesia.
  • 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 in a team.
  • Ability to meet deadlines with strong attention to consistency, detail, and quality.
  • Ability to travel within country if needed.

    This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should 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.

    FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

    Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

    FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
    
    FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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