Deadline: 13 September 2021
Location: Jakarta, Indonesia
Job Type: Full Time
The role
AIHSP is seeking a full-time Provincial Admin Assistant, who will manage all provincial-level administrative tasks and assist in data compilation and consolidation, such as developing and updating a database on activity reports and outputs. S/he will closely coordinate with each Provincial Coordinator and Subnational Activity Coordinator (COVID-19 Response) and Technical Program Managers, who will work a range of subnational key counterparts under PHO/BAPPEDA’s coordination.
This position will assist the Provincial Coordinator, Subnational Activity Coordinator (COVID-19 Response) and Technical Program Managers with day-to-day activities in supporting program implementation at the subnational level in accordance with the AIHSP Program Operations Manual and Cardno International Development Policies and Procedures.
This role will also:
Carry out all office management tasks.
Maintain the project filing system.
Work with the Provincial Coordinator, Subnational Activity Coordinator (COVID-19 Response), Technical Program Managers and the Operations team to ensure administrative processes are efficient and functioning correctly.
Arrange meetings with government officials, technical teams, and other relevant organizations or individuals.
Undertake logistics and administrative work relating to the preparation of activities, events and/or meetings.
Coordinate travel arrangements for team members and Government officials.
Work closely with the Operations team on the preparation of payment documents and procurement of office supplies/equipment
Work closely as needed with program colleagues and technical advisers.
Represent the best interests of the Program in all matters when dealing with the client, counterparts, and team members.
Work closely with the Provincial Coordinator, Subnational Activity Coordinator (COVID-19 Response) and Technical Program Managers in developing and maintaining database relating to activity implementation
Provide support to the AIHSP Operations Team as required.
Any other tasks as instructed by the Provincial Coordinator, Technical Program Managers and Operations Manager
Please copy paste this link to access the Terms of Reference detailing responsibilities and selection criteria: https://www.cardno.com/media/7995/tor-aihsp-provincial-admin-assistant.pdf
In your application, please identify your preferred field location based on your current home base. If you find any difficulties submitting the job applications via Cardno’s job portal, please submit it to info@aihsp.or.id.
About you
You will be a motivated and proactive Admin Assistant with the right combination of talent, energy and a commitment to technical excellence. You will also have:
Identify as a person with a disability living in one of AIHSP’s four priority provinces (highly desirable)
A minimum of 3 years of experience in program administration in national/international organisations, preferably in the development sector.
A university degree or diploma in a relevant field (highly desirable)
Based in Semarang/Yogyakarta/Bali/Makassar (highly desirable)
Experience in organizing meetings, workshops, seminars, etc. and arranging travel/logistics
Demonstrated ability in data management, particularly for activity reporting purposes
Excellent team working and interpersonal skills including dealing both directly and indirectly with government officials at various levels.
Good English and Indonesian oral and written communication skills.
Strong organizational skills and attention to details
Excellent computer skills including Microsoft Office applications.
Remuneration
This is an entry-level admin position. Successful Indonesian nationals will be engaged under a local contract in IDR and will be subject to Indonesian employment regulations and tax obligations.
Why join the AIHSP?
The Australia Indonesia Health Security Partnership (AIHSP) offers meaningful opportunities for each individual member of our team to grow, make an impact and leave a legacy for local communities, globally.
By joining AIHSP, you will be part of an environment where you can collaborate with leading experts from diverse backgrounds, access development programs to achieve your career goals, and be challenged to take a global outlook.
How to apply
A cover letter addressing selection criteria, a recent CV with the names and contact details (email addresses and phone numbers) of three (3) referees.
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