TEMPORARY ADMIN & TRAINING ASSISTANT
SCOPE OF WORK
JOB TITLE: Temporary Admin & Training Assistant
JOB LOCATION: Jakarta, Indonesia
REPORTS TO: Operations & Training Coordinator
PROJECT: United States Agency for International Development (USAID) Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) in Indonesia
OVERVIEW:
The USAID-funded Global Health Supply Chain-Procurement & Supply Management project (GHSC-PSM) is being implemented by Chemonics International. GHSC-PSM is the primary vehicle through which USAID 1) procures and provides health commodities, 2) provides technical assistance to improve partner country management of the health supply chain, and 3) collaborates with key international stakeholders to support global health initiatives.
In Indonesia, GHSC-PSM operates under the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) funded task order to conduct HIV and tuberculosis supply chain strengthening activities that support Indonesia on its journey to self-reliance. The focus of the project in Indonesia is to provide technical assistance in supply chain management to the Ministry of Health for HIV, TB, and laboratory commodities, in support of the national HIV/AIDS and TB programs in the country. At the national level, the project supports the Directorate of Direct Infectious Disease Control (Sub-directorates HIV/AIDS and TB), the Directorate of Quality and Health Services Accreditation (Laboratory services), and the Directorate of Public Medicine and Health Supplies. The project provides support to Jakarta Province and selected districts in some provinces based on requests from USAID.
SUMMARY:
The temporary Admin & Training Assistant will be responsible for providing day to day office administrative, Operations and training support to GHSC-PSM projects in Indonesia. She/he will be responsible to ensure events logistics was prepared appropriately, as PIC Event will responsible to collect all supporting document from participants and submit to Finance for Payment. She/he will work closely to other department; Finance and Technical team and also works closely with Event Facilitator on supporting the activity. This position is required the candidate who is familiar with event management as well as office operations.
RESPONSIBILITIES:
Responsibilities may include, but are not limited to, the following:
- Assist the Operations & Training Coordinator in organising event/activity, providing logistics support, preparing agendas and materials, budget preparation, invitations and follow up, and documentation requirements for meetings, trainings and other events
- Assist the Operations & Training Coordinator to prepare Invoice Approval Sheets and supporting documents
- Support event planning and travel logistics, including making travel and accommodation arrangements for project staff and visitors
- Collect and sort incoming and outgoing correspondence.
- Maintain stationery stock
- Maintain and reconcile Taxi Voucher Logbooks
- Support Operations Manager for inhouse logistics
- Provide reception service including faxing, photocopying, answering phones in the absence of Office Assistant
- Support other administrative works as assigned by the Operations & Training Coordinator and/or Operations Manager
QUALIFICATIONS:
- Having at least 3 years working experience in administrative/operations management
- Successful experience working in a diverse, fast-paced environment.
- Having at least 2 years working experience with USAID Projects in Indonesia.
- Excellent computer and typing skills including Microsoft Word, Excel, and Power Point
- Bachelor’s degree in economics, secretary, administrative, business or any related education background
- Fluency in English and Bahasa Indonesian required & having good communication skill
- Ability to work in a team and adapt to changes
- As good team player
- Eager to learn new things with high self-initiative
- Willingness to travel within Indonesia to oversee and assist in management of training activities
SUPERVISION AND DIRECTIONS:
The Temporary Admin & Training Assistant will report directly to the Operations & Training Coordinator or other designee
DURATION:
Fix Term; full time (40 hours per week) for 6 months.
When you are interested on the above position and consider that you possess the necessary qualification, please submit your job application consisting of updated curriculum vitae and cover letter to:
with E-mail subject: Temporary Admin & Training Assistant – your name
DEADLINE:
June 10, 2021
No telephone inquiries, please. Finalists will be contacted.
Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.