Program Administrative Assistant

Project Summary

Meeting Targets and Maintaining Epidemic Control (EpiC) is a global health initiative project funded by the U.S. Department of State for the period of 2019–2027. EpiC is led by FHI 360 with core partners— Right to Care, Palladium International, and Population Services International — and draws upon regional and local partners and expertise. The project delivers high-quality technical support at the community, facility, district, regional and national levels, and builds relationships with relevant stakeholders similarly working to address health security issues. EpiC leverages a deep bench of country-based clinical, program, and community experts to respond quickly and effectively to program, technical, and procurement needs.

The U.S. Department of State in Indonesia will support EpiC to implement a Global Health Security (GHS) project for the period of October 1, 2025 – September 30, 2026. The EpiC Indonesia GHS project will be led by a dedicated team based in Jakarta and supported by staff in three proposed target provinces, with additional program support by FHI 360’s network of U.S. and international experts.

EpiC will also closely collaborate with the Indonesia GHS STRIDES (STRengthening Infectious disease DEtection Systems) team (led by FHI 360), whose work will primarily focus on animal health activities and cross-sector coordination. In partnership with STRIDES, EpiC will align and synchronize animal and human health interventions to maximize efficiencies and support a unified multisectoral approach. To ensure activity longevity and government ownership, STRIDES and EpiC will work with GoI counterparts to develop a transition plan that promotes cost-sharing, shared responsibilities, and replication of best practices at national and subnational levels.

Job Summary

The EpiC Global Health Security (GHS) Program Administrative Assistant will provide support and assistance to the technical team on project management and implementation activities in Jakarta and the GHS project areas. S/he will coordinate with the FHI 360 Financial Management and Procurement and Operations team to provide critical operations support to the EpiC GHS technical team. S/he will be responsible for administrative duties including arrangement of technical team activities; travel and logistics arrangements; procurement and finance reporting; and support for program reporting. 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.

Accountabilities:

• Provide support to the GHS technical and program staff/team, including carrying out 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 the Finance and Operations Teams for project implementation activities/events and ensure compliance to FHI 360 policies and Standard Operating Procedures (SOP).
• Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating 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.
• Coordinate travel authorization (TA) and travel expense reports (TERs) of staff and coordinate with finance staff to ensure timely submission of TAs and TERs.
• Monitor technical team consultant usage and ensure compliance with Indonesia regulations on consultancy roles.
• Perform other duties as assigned.

Education & Experiences:

• Bachelor’s degree in business studies or public health or related field.
• At least one year relevant experience.
• 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.
• 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 staff 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.

This job description 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.

The expected hiring salary range for this role is IDR 86,000,000 to 120,000,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.

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.

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