EpiC Global Health Security (GHS) Program Administrative Assistant

Job Posting Organization:
FHI 360 is a global health and development organization that has been operational since 198

• With a mission to improve lives in lasting ways by advancing integrated, locally driven solutions for human development, FHI 360 works in more than 60 countries worldwide. The organization employs over 4,000 staff members and collaborates with various partners to address critical health and development challenges. FHI 360 is committed to fostering a diverse and inclusive workplace, ensuring that all individuals have equal opportunities regardless of their background or identity.

Job Overview:
The EpiC Global Health security" style="border-bottom: 1px dotted #007bff !important;">Security (GHS) Program Administrative Assistant plays a crucial role in supporting the technical team in Jakarta and the GHS project areas. This position is essential for the smooth operation of project management and implementation activities. The assistant will coordinate with the FHI 360 Financial Management and Procurement and Operations team to provide necessary operational support. Responsibilities include managing administrative tasks such as arranging technical team activities, handling travel and logistics, and ensuring compliance with procurement and financial reporting. The role requires a proactive approach to problem-solving and the ability to work independently while also being a team player. The assistant will be instrumental in maintaining efficient office functions and supporting the overall goals of the EpiC GHS project.

Duties and Responsibilities:
The duties and responsibilities of the EpiC GHS Program Administrative Assistant include:

• Providing administrative support to the GHS technical and program staff, including tasks such as word processing, filing, scheduling, and confirming appointments.
• Developing and maintaining a comprehensive electronic and paper filing system for project documents.
• Liaising with the Finance and Operations Teams to ensure compliance with FHI 360 policies and Standard Operating Procedures (SOP) during project implementation activities.
• Assisting in the planning, logistics, and management of meetings, workshops, and trainings, including taking and disseminating minutes.
• Maintaining and distributing project materials as directed by senior project staff.
• Assisting technical team members in preparing routine and ad hoc project reports.
• Coordinating travel authorization and travel expense reports for staff, ensuring timely submission.
• Monitoring consultant usage and ensuring compliance with local regulations.
• Performing other duties as assigned by management.

Required Qualifications:
The required qualifications for this position include:

• A Bachelor’s degree in business studies, public health, or a related field.
• At least one year of relevant experience in administrative support or project management.
• Proficiency in office software, including Microsoft Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Excellent communication skills, with a good command of both written and spoken Bahasa Indonesian.
• Good English language skills are desired.
• Ability to manage multiple tasks efficiently and effectively, even with limited resources.
• Experience in identifying risks and addressing issues proactively.
• Ability to work independently and collaboratively within a team.

Educational Background:
Candidates must possess a Bachelor’s degree in business studies, public health, or a related field. This educational background provides the foundational knowledge necessary for understanding the complexities of project management and health initiatives, which are critical to the role of an administrative assistant in a global health context.

Experience:
The position requires at least one year of relevant experience in administrative support or project management. This experience should demonstrate the candidate's ability to handle various administrative tasks, coordinate activities, and support project implementation effectively. Familiarity with health-related projects or initiatives is a plus, as it will enhance the candidate's understanding of the specific challenges and requirements of the role.

Languages:
The mandatory language for this position is Bahasa Indonesian, as excellent communication skills in both written and spoken forms are essential for effective collaboration with local teams and stakeholders. Good English language skills are also desired, as they will facilitate communication with international partners and contribute to the preparation of reports and documentation.

Additional Notes:
This position is based in Jakarta, Indonesia, and is expected to be a full-time role. The expected hiring salary range for this position is IDR 86,000,000 to 120,000,000 annually for basic salary. FHI 360 considers various factors when determining the offer amount, including relevant years of experience, education, internal equity, market pay, and budget constraints. The organization is committed to equal opportunity and affirmative action, ensuring that all applicants are considered without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, or any other characteristic protected under applicable law. FHI 360 also emphasizes safeguarding and requires all personnel to adhere to its code of conduct.