JOB SUMMARY/DESCRIPTION:
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.
DUTIES AND RESPONSIBILITIES
· 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.
QUALIFICATIONS
Education/Experience:
· 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.
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.
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