FHI 360 is currently recruiting for the position of Project Assistant for an USAID-funded civil society strengthening project (MADANI) in Indonesia. The project will focus on developing the capacity of civil society organizations (CSOs) to increase accountability and tolerance at the district level (32 districts in 8 provinces). Provinces of intervention will include: West Java, East Java, Central Java, Lampung, Gorontalo, Central Kalimantan, South Sulawesi, and West Nusa Tenggara (NTB).
The Project Assistant will be responsible for administrative support aspects of the MADANI project. In consultation with the senior management team, will establish and maintain sound administration management practices, and ensure the MADANI project’s compliance with FHI 360 and USAID procedures, rules and regulations.
- Provide support to the technical and program staff/team including secretarial duties, such as word processing, filing, scheduling and confirmation of appointments etc. Develop and maintain a comprehensive electronic and paper filing system.
- Assist with the planning, logistics and management of meetings, workshops and trainings and be responsible for taking and disseminating the minutes of meetings.
- Set up, maintain and update the filing system to include project documents including 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.
- Responsible for coordinating travel authorization (TA) and travel expense reports (TER) of staff and coordinate with accounting and finance staff to ensure timely submission of the TAs and TERs. Make staff travel arrangements e.g. hotel bookings, ticketing, travel insurance etc.
- Assist local procurement in accordance with FHl360 and USAID regulations and procurement plans, including oversight of all bids and billing as appropriate.
- Perform other duties as assigned.
- Demonstrates basic 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.
- Understands software used to perform day-to-day functions.
- Uses basic 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.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
- At least 5 years’ relevant experience in administration and liason.
- Must have prior work experience on USAID funded programs.
- 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.
- Must have experience with U.S. government rules and regulations and experience working in an international NGO environment.
- 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.
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