Program Administrator

Yayasan Cinta Anak Bangsa; Jakarta Barat; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A nonprofit organization in Jakarta Barat is searching for a Division Administrator to provide essential support to the Program Management Department. The role involves managing administrative tasks, organizing documents, and coordinating logistics for donor-funded projects. Candidates should have a Bachelor’s degree in a related field, with a proactive attitude and advanced skills in Microsoft Office and Google Workspace. Proficiency in both Bahasa Indonesia and English is essential.

Qualifications

• Minimum Bachelor’s Degree in Administration, Management, Communication, or related field.
• 0‑1 years of experience in an administrative or program assistant role.
• Advanced proficiency in Microsoft Office Suite and Google Workspace.

Responsibilities

• Manage complex calendars and internal/external meetings.
• Maintain organized filing systems for program and grant documents.
• Prepare documentation for internal and external audits.

Skills

Proficiency in Microsoft Office Suite

Excellent communication in Bahasa Indonesia

Excellent communication in English

Exceptional organizational skills

Ability to manage priorities independently

Education

Bachelor’s Degree in Administration or related field

Tools

Google Workspace

Job description

About Position

The Division Administrator provides essential administrative, operational, and documentation support to the all departments under Program Management Department (PMD). This role ensures smooth day‑to‑day operations, maintains organized and compliant filing systems, and supports program and project teams in meeting donor, audit, and internal requirements. The position coordinates meetings, manages documents, assists with reporting, monitors contract and administrative processes, and facilitates efficient implementation of programs, grants, and donor‑funded projects across the organization.

Responsibilities

General Duties (Administrative & Operational Support)

• Serve as the main administrative focal point for the Program Management Division (PMD) and ensure smooth daily operations.
• Manage complex calendars, schedule internal and external meetings, handle meeting logistics, and prepare minutes and action item summaries.
• Maintain an organized digital and physical filing system for all divisional, program, and grant documents in line with audit and donor requirements.
• Process purchase requests, support minor program‑related logistics administration, and track administrative expenditures in coordination with the Finance Department.
• Manage user access and maintain data accuracy within internal program/project management systems according to assigned privileges.

Program and Project Support Duties

• Organize, maintain, and archive all program and grant‑related documents, including beneficiary data, attendance records, reports, agreements, financial documents, and donor correspondence.
• Collect and compile required data and documentation to support periodic program performance reports and donor reports.
• Provide administrative support for donor‑funded projects, including coordination of logistics and documentation required by donors.
• Monitor the status of vendor and consultant contracts to ensure timely completion of administrative requirements such as invoicing and document signing.
• Prepare required documentation packages for internal and external audits related to programs, grants, and donor‑funded projects.

Qualifications

• Minimum Bachelor’s Degree (S1) in Administration, Management, Communication, International Relations, or a related field. A degree or coursework related to Nonprofit Management, Development Studies, or Project Management is a plus.
• A minimum of 0‑1 years of progressive experience in an administrative, program assistant, or program administrator role within a reputable nonprofit organization, foundation, international development agency, or similar philanthropic institution.
• Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace (Docs, Sheets, Slides, Forms).
• Proven ability to handle confidential and sensitive information with the utmost discretion and professionalism, given the access to internal systems and sensitive documents.
• Proactive, self‑starter attitude with the ability to anticipate needs, troubleshoot administrative issues, and manage priorities independently.
• Exceptional organizational and time‑management skills, with a meticulous attention to detail.
• Excellent written and verbal communication skills in both Bahasa Indonesia and English.
• Strong ability to work collaboratively in a team and communicate effectively with diverse stakeholders, including program staff, senior management, and external partners/vendors.

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