Program Administrative Assistant

FHI 360; Asia; Presencial; PEN 16.000 - 23.000; Jornada completa

Descripción de la vacante

FHI 360 is seeking a Program Administrative Assistant in Jakarta, Indonesia, to support the EpiC Global Health Security (GHS) program. You will work with the GHS PAO, finance and operations teams to ensure efficient administration, travel arrangements, procurement and reporting for project activities.

The role requires a bachelor’s degree in business or public health, strong organizational skills, and proficiency in MS Office.

Formación

• Bachelor’s degree in business studies or public health or related field.
• At least one year relevant experience.
• Excellent communication skills in written and spoken Bahasa Indonesian; good English skills desired.

Responsabilidades

• Provide administrative support to the GHS technical and program staff, including coordinating tasks and reporting.
• Plan, organize and take minutes of meetings; assist with travel arrangements and logistics.
• Maintain filing systems; assist with procurement, finance reporting, and budgeting processes as applicable.

Conocimientos

Office software proficiency

Communication skills

Bahasa Indonesian

Educación

Bachelor’s degree in business/public health

Herramientas

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Descripción del empleo

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.***