Administration Officer

 

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: Administration Officer for a USAID Tuberculosis Private Sector Activity in Indonesia.

Job Summary

The Administration Officer will provide support and assistance to the technical team on project management and implementation activities in Jakarta. S/he will coordinate with the FHI 360 Country Office to provide critical operations support to the TB Private Sector team. S/he will be responsible for administrative duties including procurement, logistics arrangements, travel and technical team event arrangement. 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 Jakarta, Indonesia. Indonesian nationals are encouraged to apply.

Accountabilities:

• Process local procurements for goods and services in a certain value (limited competition) in accordance with FHl360 and USAID regulations including oversight of all bids, selection, negotiation, and billing as appropriate.
• Assist the technical and program staff/team with the preparation of logistics, travel arrangement, and management of events, meetings, workshops and trainings including financial administration report for the event related.
• Assist the technical and program staff/team for preparation of financial administration report for event/workshop. Ensure all receipts are accurate and accountable.
• Manage asset hand over and update an accurate inventory of all TB Private Sector property, such as computers and laptops, printers, office furniture, office supplies and other office equipment. Make sure that all borrowed equipment is returned after use by staff and/or consultants.
• Maintain and update a comprehensive electronic and paper filing system.
• Maintain all office functions - including financial transactions, banking transfers and payments are handled efficiently and on time.
• Perform other duties as assigned.

Applied Knowledge & Skills:

• Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• In-depth understanding of software used to perform day-to-day functions.
• Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
• Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
• Utilizes program specific terminology.

Qualifications:

• Bachelor’s degree in business studies or related field.
• Minimum 8 years’ relevant experience in office management, administration and procurement.
• Prior work experience on USAID programs with USAID/PEPFAR funded programs is an advantage.
• 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 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.

Travel Requirements:

• 10% - 20%

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.

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.