Job Summary

The EpiC Program Administrative Assistant will provide support and assistance to the technical team on project management and implementation activities in Jakarta and Greater Jakarta. S/he will coordinate with the FHI 360 Financial Management and Procurement and 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 trainings 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 coordinate with EPIC Country Office finance staff to ensure timely submission of the Travel Authorizations and Travel Expense Reports.

• Responsible for monitor technical team consultant usage and ensure compliance with Indonesia regulation on consultancy.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree in business studies or public health or related field.
• Preferably 1 year’s relevant experience in 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 on a team.
• Ability to meet deadlines with strong attention to consistency, detail, and quality.
• Ability to travel within country if needed.