Program Administrative Assistant

FHI 360 is a nonprofit organization that mobilizes research resources and relationships so that people everywhere can access the opportunities they need to lead full healthy lives. Our staff of more than 2000 experts work in over 50 countries around the world.

We are currently seeking qualified candidates for the full-time position of Program Administrative Assistant based in Jakarta Indonesia.

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 . 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 360s 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 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.

Qualifications:

• Bachelors 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.

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 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 applicants 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.

FHI 360 will never ask you for your career site username or password and we will never request money goods or services during the application recruitment or employment process. If you have questions or concerns about correspondence from us please email .

FHI 360 fosters the strength and health of its workforce through acompetitive benefits package professional developmentand policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others and yourself.

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