Program Administrative Assistant

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to mobilizing research, resources, and relationships to ensure that individuals everywhere can access the opportunities necessary for leading full and healthy lives. Established with a mission to improve lives through innovative solutions, FHI 360 employs over 2,000 experts and operates in more than 50 countries globally. The organization focuses on various sectors including health, education, and economic development, leveraging its extensive network to address complex challenges faced by communities around the world.

Job Overview:
The Program Administrative Assistant for the EpiC Global Health security" style="border-bottom: 1px dotted #007bff !important;">Security (GHS) initiative will play a crucial role in supporting the technical team in Jakarta and the associated project areas. This position is integral to the successful management and implementation of project activities, ensuring that all administrative functions are executed efficiently. The assistant will coordinate with the Financial Management and Procurement and Operations teams to provide essential operational support, which includes managing logistics for team activities, travel arrangements, procurement processes, and financial reporting. The role requires a proactive approach to ensure that all office functions, such as procurement procedures and financial transactions, are handled promptly and accurately. The assistant will also be responsible for maintaining comprehensive filing systems and supporting the technical team in preparing project reports, thereby contributing to the overall success of the EpiC GHS project.

Duties and Responsibilities:
The duties and responsibilities of the Program Administrative Assistant include but are not limited to: providing administrative support to the GHS technical and program staff, which encompasses tasks such as word processing, filing, scheduling, and confirming appointments; developing and maintaining both electronic and paper filing systems; liaising with Finance and Operations Teams to ensure compliance with FHI 360 policies during project implementation; assisting in the planning, logistics, and management of meetings, workshops, and training sessions, including taking and disseminating minutes; setting up and updating filing systems for project documents, work plans, and reports; maintaining and distributing project materials as directed; assisting technical team members in preparing routine and ad hoc project reports; coordinating travel authorizations and expense reports for staff; monitoring consultant usage and ensuring compliance with local regulations; and performing other duties as assigned by senior project staff.

Required Qualifications:
Candidates must possess a Bachelor’s degree in business studies, public health, or a related field. A minimum of one year of relevant experience is required. Proficiency in office software such as Word, Excel, and PowerPoint is essential. The ideal candidate should be well-organized, a self-starter with a keen attention to detail, and possess excellent communication skills in both written and spoken Bahasa Indonesian, with good English skills being desirable. The ability to manage multiple tasks efficiently, identify risks, and communicate issues effectively to project staff is crucial. Candidates should be able to work independently as well as collaboratively within a team, meet deadlines, and maintain a high level of organization and quality in their work.

Educational Background:
The educational background required for this position includes a Bachelor’s degree in business studies, public health, or a related field. This foundational education is essential for understanding the administrative and operational aspects of the role, as well as the context in which the EpiC GHS project operates.

Experience:
The position requires at least one year of relevant experience in administrative support or project management. This experience should ideally include familiarity with project implementation processes, financial management, and compliance with organizational policies and procedures. Candidates should demonstrate a track record of effectively managing administrative tasks in a fast-paced environment.

Languages:
Fluency in Bahasa Indonesian is mandatory, with strong written and spoken communication skills. Proficiency in English is considered a valuable asset, enhancing the candidate's ability to engage with international teams and stakeholders.

Additional Notes:
This is a full-time position based in Jakarta, Indonesia. The role may require occasional travel within the country. FHI 360 is committed to equal opportunity and affirmative action, ensuring that all employment practices are free from discrimination. The organization emphasizes safeguarding and requires all personnel to adhere to its code of conduct. Employment offers will be contingent upon successful completion of screening checks, including reference and criminal record checks. FHI 360 provides a competitive benefits package and supports professional development, promoting a healthy work/life balance.