This position will provide operational and logistical support and assistance to both technical team and operations team on implementation of activities in Jakarta for the TB Private Sector activity. S/he will be responsible mainly for administrative support to the Management team, travel logistics arrangement for all FHI 360 staff and technical team training/event participants and liaise with HQ-based staff for the safety and security related matter. S/he is also responsible for visitor and expatriate compliance with Indonesia Immigration regulations.
- Serves as point of contact for TBPS logistics and administrative needs, including providing administrative support to TBPS Chief of Party
- Develops, organizes and maintains digital and analog filing system according to FHI 360 common practices
- Organizes travel logistics for TBPS staff, consultants and project activity participants including hotel reservations, airport and hotel pick-ups
- Serves as primary point of contact with appointed travel agency for TBPS project
- Provides logistics support for workshops and trainings, as requested
- Maintains trackers and records for all international and domestic travel requests and procurement actions, including supporting technical staff on developing STTA SOWs, Travel Notification, tracking donor approvals, and developing in-country schedules as needed
- Maintains detailed TBPS activity schedules for COP and technical staff, including notification of staff for important upcoming deadlines such as contract deliverables and others
- Supports technical staff for processing presentations, including formatting, printing, and other administrative duties
- Assists Human Resources in processing expatriate work permits and stay permits as required by law
- Ensures the smooth and efficient management of office operations, including arranging and managing for office utilities and services, procurement, maintenance and repair of equipment and supplies in the TBPS office.
- Records minutes of staff meetings and circulates amongst the staff
- Supports the operations team for financial administration, cash advance requests, and others
- Inducts visitors and new staff regarding security related matters
- Responsible to ensure updated emergency contact and phone tree of TBPS Indonesia staff and conduct periodical emergency simulation, in support of the FHI 360 Operations Officer and global security officer
- Performs other duties as assigned
- At least 5 years’ relevant experience in administration and office management
- Working knowledge of office software, including Word and Excel
- Must have excellent communication skills and good command in both written and spoken Bahasa and English
- Must have experience with U.S. government rules and regulations and experience working in an international NGO environment. Prior work experience on USAID programs is preferable
- Ability to manage and complete numerous tasks with a high degree of organization and limited resources. Must be well organized, self-starter with attention to detail
- 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
- Able to meet deadlines with strong attention to consistency, detail, and quality
- Able to travel within country if needed
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