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Field Administrative Officer

FHI 360
Full Time
Indonesia
Posted Today
Job description
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: Field Administrative Officer for a USAID Tuberculosis Private Sector Activity in Indonesia. JOB SUMMARY/DESCRIPTION: The Field Administrative Officer will provide support and assistance to the technical team on project management and implementation activities in Medan. S/he will coordinate with the TB Private Sector Operations Team Jakarta Office to provide critical operations support to the TB Private Sector team. S/he will be responsible for administrative duties including travel and logistics arrangements, technical team event arrangement and visitor liaison functions. S/he will ensure that all office functions - including financial transactions, banking transfers and payments are handled efficiently and on time. The position will be based in Medan, Indonesia. Indonesian nationals are encouraged to apply. DUTIES AND RESPONSIBILITIES
  • Ensure all operational and administration functions and processes and system implementation in field office are in-line with FHI360 and USAID guidelines and policies.
  • Provide support to the technical and program staff/team including secretarial duties, such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and paper filing system.
  • Provide support with the preparation, logistics, documentation and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings not limited to activities invitation and arrangement, after event reporting, etc., not limited to other districts.
  • Set up, maintain and update the filing system to include project documents including operations (admin, procurement, etc.), 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 accounting and finance staff to ensure timely submission of the TAs and TERs. Make staff travel arrangements e.g. hotel bookings, ticketing, travel insurance etc.
  • Maintain office asset register and ensure all receipt document needed is available in assigning assets to employees and whenever assets are returned. Ensure office asset register and asset receipt & return register is always accurate, up to date, and in coherence with national asset register managed by national office.
  • In coordination with Procurement Team, assist local procurement in accordance with FHl360 and USAID regulations and procurement plans, including oversight of all bids and billing as appropriate, not limited to other districts.
  • Serve as petty cash custodian and prepare the petty cash report and submit the request for its replenishment in timely manner and support other areas of financial management as required.
  • Assist other districts when needed.
  • Perform other duties as assigned.
QUALIFICATIONS Education/Experience:
  • Bachelor’s degree in business studies or public health or related field.
  • At least 5 years’ relevant experience in office management and administration.
  • Must 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.
  • Must have experience with U.S. government rules and regulations and experience working in an international NGO environment.
  • 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.
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. 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 fosters the strength and health of its workforce through a competitive benefits package , professional development and 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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