Program Officer – Admin Officer

Administrative Officer

(LINKAGES, Indonesia)

About FHI 360

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of: Administrative Officer, LINKAGES based in Jakarta, Indonesia.

PROJECT DESCRIPTION:

The USAID-funded project, Linkages Across the Continuum of HIV Services for Key Populations Affected by HIV (LINKAGES), under the President’s Emergency Plan for AIDS Relief (PEPFAR) program is implemented by FHI 360 in partnership with Pact, IntraHealth International and the University of North Carolina at Chapel Hill, and conducts a range of activities to reduce HIV transmission among key populations (KP) — sex workers, men who have sex with men, transgender persons and people who inject drugs — and improve their enrollment and retention in care and treatment across the HIV cascade. LINKAGES will accelerate the ability of governments, key population leaders, organizations working with key populations, and private-sector providers to plan and implement services that reduce HIV transmission among key populations and their sexual partners and extend the lives of those already living with HIV. The key elements of the FHI 360-led team’s strategic and technical approach are:

• Identifying key populations and locales and comprehensively assessing risk,

• Diagnosing “leaks” and revealing access barriers within the HIV services cascade,

• Scaling up “what works” while innovating to ensure the most strategic use of resources and access to newly emerging technologies,

• Addressing structural barriers and transforming local KP organizations,

• Ensuring interventions are sustainable over the long term, and

• Supporting the mainstreaming of human rights, gender and competency and capacity development.

JOB SUMMARY:

Administrative Officer (100%) – The Administrative Officer will coordinate with APRO and HQ to support LINKAGES staff members in Indonesia administratively as required to carry-out the program. The Administrative Officer will be responsible for office leases, international and local travel arrangements, assisting the country representative and/or other expats with work permits, visas, housing, and make arrangements for visitors, including appointments and follow-up. S/he will also assist with meeting arrangements and ensure that letters and other official correspondence – especially between FHI 360 and USAID, the government of Indonesia and other partners – is handled in a professional manner.

Job Description

• As a team member of the administration support team, work with the team to ensure that country office activities conform to the FHI 360, USAID and donor related policies and procedures.

• Responsible for arranging and managing the expatriate staff working permits, housing, visa, working permit, house lease etc.

• Liaise with appropriate government officials to ensure the office MOU or Implementation Agreement and/or other forms of registration are up to date and meet all GOI legal requirements.

• Oversee the office general maintenance and ensure the office space premises are clean and safe.

• Assist country representative and senior team to compile and document program information for the development and finalization of reports. Responsible to collect and distribute program documents, reports, publications and communication as appropriate for this process.

• Provide secretarial and administrative support to Country Representative and senior management team to facilitate and support country and provincial office operations in managing the information flow to and from the country representative’s office. Assist to schedule appointments including travel arrangements and translation as needed. Develop and maintain a comprehensive electronic and paper filing system for the country representative’s office, including database of all partners and their contact information.

• Assist Country Representative in his/her role to liaise with partners, organizations/institutions.

• Provide assistance in managing the human resource system of the Country Office to ensure policies and procedures are updated and staff are informed. Maintain up to date telephone trees and other relevant emergency procedures and manuals.

• Assist with the recruitment process, maintenance of consultant database, and interact with the Asia Pacific Regional Office (APRO) HR as needed.

• Provide assistance to the senior finance and grants officer in overseeing contractual arrangements on procurements and purchasing, IT and computer resources, office leases, and other contracting.

• Maintain regular contact with the IT consultant to ensure the office computer network and internet communications are running well. Responsible for updating data on the TRAINNET website or similar software.

• Provide general administrative support to the logistic and procurement tasks in the absence of the Administrative Assistants in office operations as required, such as, planning logistics and management of meetings, workshops, training, scheduling and confirmation of appointments, staff travel arrangement (e.g., hotel booking and ticketing), incl. responsible for minutes of meetings, and handling of incoming telephone calls when needed

• Serve as backup to the admin team leader to handle overall procurement process, which includes preparing quotation request, conduct terrorism and debarment searches (eg: EPLS & terrorist search) on local vendors prior to, finalizing and issuing purchase orders (PO) and selection memo, and reviews invoices prior to submission to Finance for payment.

• Perform other duties as assigned by the Country Representative.

The position will be based in Jakarta, Indonesia.

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.

Minimum Requirements:

Education/Experience:

• Bachelor’s degree in public health, nursing, administration or business studies.

• At least 5 years relevant experience in office management and administration.

• Must have prior work experience on USAID funded 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 and English.

• Must have experience with U.S. government rules and regulations and experience working in an international NGO/PVO environment.

• 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 USAID as needed.

• Experience of establishing strong working relationships with colleagues from different organizations and cultures.

• 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.

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