Program Administrative Assistant

Job Posting Organization:
FHI 360 is a nonprofit human development organization that was established to improve lives in sustainable ways by promoting integrated, locally driven solutions. The organization employs a diverse team of experts across various fields including health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing. This unique blend of capabilities allows FHI 360 to effectively tackle the interconnected challenges of development. The organization operates in over 50 countries and all U.S. states and territories, demonstrating its extensive reach and commitment to global health and development.

Job Overview:
The STRIDES Program Administrative Assistant plays a crucial role in supporting the technical team with project management and implementation activities. This position involves coordinating with various teams within FHI 360, including Program, Finance, Procurement, and Technical teams, to ensure that operations support is effectively provided for project implementation. The assistant will handle a variety of administrative tasks, such as arranging events for the technical team, managing travel and logistics, preparing procurement and finance reports, and assisting in the preparation of program reports. The role is essential for ensuring that all office functions, including procurement procedures and financial transactions, are executed efficiently and punctually. The position is based in Jakarta, Indonesia, and encourages applications from Indonesian nationals.

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

• Providing comprehensive support to the technical and program staff, including administrative tasks such as word processing, filing, scheduling, and confirming appointments.
• Developing and maintaining an organized electronic and paper filing system for project documents.
• Liaising with the Operations Team, particularly the Procurement and Finance teams, to ensure compliance with Standard Operating Procedures (SOP) during project implementation activities.
• Assisting in the planning, logistics, and management of meetings, workshops, and training sessions, including taking and distributing minutes.
• Maintaining and updating the filing system to include all relevant project documents, work plans, reports, and updates.
• Assisting technical team members in preparing routine and ad hoc project reports, such as weekly updates and annual work plans.
• Coordinating travel authorizations and ensuring timely submission of travel requests in collaboration with the finance staff.
• Monitoring the usage of technical team consultants and ensuring compliance with Indonesian regulations regarding consultancy.
• Performing other duties as assigned by senior project staff.

Required Qualifications:
The qualifications required for the STRIDES Program Administrative Assistant position include:

• A Bachelor’s degree in business studies, public health, or a related field.
• Preferably at least 1 year of relevant experience in an administrative role.
• Prior work experience with U.S. Government programs is preferred.
• Proficiency in office software, including Microsoft Word, Excel, and PowerPoint.
• Strong organizational skills, self-motivation, and attention to detail.
• Excellent communication skills, with a good command of both written and spoken Bahasa Indonesian; good English skills are also desired.
• Sensitivity to cultural differences and an understanding of the political and ethical issues surrounding public health in Indonesia.
• Ability to manage multiple tasks efficiently and effectively with limited resources.
• Experience in identifying risks and addressing issues proactively, with appropriate communication to project staff and the country office.

Educational Background:
Candidates for the STRIDES Program Administrative Assistant position should possess a Bachelor’s degree in business studies, public health, or a related field. This educational background is essential for understanding the administrative and operational aspects of the role, as well as the context in which FHI 360 operates.

Experience:
The position requires preferably at least 1 year of relevant experience in an administrative capacity. Experience working with U.S. Government programs is highly desirable, as it provides insight into the specific requirements and expectations associated with such roles. Candidates should demonstrate a proven ability to manage administrative tasks effectively and efficiently.

Languages:
The mandatory language for this position is Bahasa Indonesian, with a strong command required in both written and spoken forms. Good English language skills are also desired, as they may be necessary for communication with international teams and stakeholders.

Additional Notes:
This position is based in Jakarta, Indonesia, and is open to Indonesian nationals. The expected hiring salary range for this role is IDR 86,000,000 - 120,000,000 for the annual 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 employment and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, or disability. FHI 360 also emphasizes safeguarding and requires all personnel to adhere to a code of conduct to prevent abuse and exploitation.