FHI 360 Individual Consultant Vacancy
Position Title: PIC Admin Events in Jakarta
Introduction
The U.S. Agency for International Development (USAID) Tuberculosis Private Sector (TBPS) Activity works with private sector health providers in Indonesia to increase tuberculosis (TB) case detection and reporting, enhance access to state-of-the-art diagnostics and medicines, and promote public-sector stewardship for a sustained commitment to a TB-free Indonesia. USAID Tuberculosis Private Sector (TBPS) has the following four objectives: 1) Support the Indonesian National TB Program to increase access to convenient, close-to-home, quality-assured Tuberculosis services that are responsive to patient preferences; 2) Improve private provider diagnostic quality and treatment outcomes for tuberculosis patients seeking care in the private sector; 3) Increase private sector case notification contributions to the national TB case detection rate; and 4) Improve systemic and effective district-level Public-Private Mix implementation through adoption of evidence-based proofs of concept.
To achieve the above objectives, there will be some events, meetings, and workshops conducted. TBPS plans to hire Person in Charge (PIC) Admin Consultants to assist with some events, meetings, and workshops in Jakarta.
Overall Scope of Work
Provide support on logistics, general and financial administration to all workshops and meetings conducted by USAID TBPS project based on email confirmation from Jakarta Operations team or PIC Program prior to the event.
Specific Scope of Works:
1. Provide support with the preparation, logistics, documentation and management of meetings, workshops and trainings not limited to activities invitation and arrangement under supervision/guidance of Jakarta Operations team and coordination with PIC Program as follow:
b. Travel arrangement (ticket, hotel booking, airport pick up, etc.) with coordination with Jakarta Operations team;
c. Monitor participants’ hotel check-in/check-out;
d. Prepare Registration/Attendance list;
e. Ensure all refreshments/meeting package are available on time and in accordance to the approved Purchase Order with coordination with Jakarta Operations team;
f. Ensure all the meeting arrangement (receptions, tables arrangement and participants), meeting equipment, visibility materials (such as posters, banners), stationeries are in place according to workshop/meeting requirements with coordination with PIC Program;
g. Maintain contact person’s name and number (mobile phone) of the meeting venue;
h. Consult with PIC Program or Operations team in Jakarta if there are issues in the event, such as: number of participants exceed the issued PO, loss of training equipment, etc.;
i. Assist on distributing all workshops/meetings materials as per PIC program’s guidance;
j. Collect and follow up SURAT TUGAS and SPPD from participants as required;
k. Ensure all documents are obtained and submitted to related persons and equipment are returned to their owner in a good condition.
2. Provide support in financial administration works in coordination with Jakarta Operations Team and PIC Program and Jakarta Operations Team as follows:
a. Manage cash advance received from PIC Program and ensure it is kept in a secure place;
b. Ensure all receipt forms are in accordance with USAID TBPS format and financial policy (amount/rate);
c. Prepare summary of participants’ attendance list and submit it to Jakarta Operations Team so they can prepare allowance list
d. Distribute transport and per diem and any other allowances/reimbursement to participants as per allowance list provided by Jakarta Operations Team;
e. Prepare Advance Clearance Form (reconciliation) with all the supporting documents for the workshop/meeting at the end of the event. Ensure that all expenditures are supported with proper and original receipts. All receipts must be glued on A4 paper, numbered and arranged in date sequence;
3. Perform any duties from the PIC Program as assigned.
Period of Performance
September 2022 – February 2023 (six months) with maximum 15 working days per month.
1. Knowledge of administrative and general office practices administrative as well as planning skills.
2. Good proficiency in computer software applications, especially Microsoft Word and Excel.
3. Good command of spoken and written English and proficiency in local language.
4. Ability to work under minimum supervision
5. Ability to handle multiple tasks and demanding schedules to deliver high quality results on time.
6. Resourceful in gathering and providing information.
7. Ability to handle confidential matters
8. Service-minded, well-organized, strong negotiation and interpersonal skills.
Requirements
1. 3-year Diploma / Bachelor’s Degree in Business Administration, Finance or Accounting or related field
2. Min. 1 years’ relevant experience in event management or admin fields. Fresh graduated are welcome to apply.
1. Locally resident of Jabodetabek
2. Prior experience working on USAID programs and working in an international NGO environment is a plus
3. Working knowledge of office software, including Word and Excel.
4. Must be well organized, self-starter with attention to detail.
5. Must have excellent communication skills and good command in both written and spoken Bahasa Indonesian and English.