Program Administrative Assistant

FHI 360; Jakarta Pusat; On-site; IDR 86,000,000 - 120,000,000; Full time

Job summary

The EpiC Global Health Security (GHS) Program Administrative Assistant role is based in Jakarta, Indonesia, and supports the technical team on project management and implementation activities in Jakarta and the GHS project areas.

You will coordinate closely with the PAO and the Finance/Operations teams to provide essential operations support, including procurement, finance reporting, and program reporting, ensuring timely and compliant administrative processes across the project.

Qualifications

• Bachelor’s degree in business studies or public health or related field.
• At least one year relevant experience.
• Working knowledge of Word, Excel and PowerPoint.
• Must be well organized, self-starter with attention to detail.
• Excellent communication skills and good command in Bahasa Indonesian; English desirable.
• Ability to meet deadlines with high level of accuracy.

Responsibilities

• Provide administrative support to the GHS technical and program staff, including scheduling and filing.
• Coordinate travel authorizations and travel expense reports in collaboration with Finance.
• Plan and organize meetings, workshops and trainings; take and disseminate minutes.
• Maintain filing systems for project documents, work plans and reports.
• Prepare routine project reports such as weekly updates and annual work plans.
• Monitor consultancy usage and ensure compliance with regulations.

Skills

Communication skills

Organizational skills

Bahasa Indonesian

English language

Self-starter

Education

Bachelor’s degree

Tools

Word

Excel

PowerPoint

Job description

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 2,000 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.

Project Description

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.

The U.S. Department of State in Indonesia is supporting EpiC to implement a Global Health Security (GHS) project since October 1, 2025; saving human lives by controlling zoonotic and emerging infectious diseases with pandemic potential. The EpiC Indonesia GHS project is being led by a dedicated team based in Jakarta, supporting frontline strengthening efforts in Banten, West Java, and East Java, working closely with the Ministry of Health technical teams, subnational health offices, and cross-sectoral stakeholders.

EpiC also coordinate efforts with other funded one health initiatives in Indonesia and closely collaborates with the Indonesia GHS STRIDES (STRengthening Infectious disease DEtection Systems) team (also led by FHI 360), whose work primarily focus on animal health activities with the Ministry of Agriculture. In partnership with STRIDES, EpiC will align and synchronize animal and human health interventions to maximize efficiencies and support a unified multisectoral approach.

Job Summary

The EpiC Global Health Security (GHS) Program Administrative Assistants 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 closely with EpiC GHS Program Administrative Officer (PAO), 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); including accountable allowance disbursement to resource persons, facilitators, and participants of online, on-site, and hybrid technical meetings and activities.
• 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

• 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 - 120,000,000 for annual 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. For internal candidates, salary placement will also follow FHI 360's current promotional increase guidelines.

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 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.

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.