*Casual Admin and General Support*
Palladium’s Health Technical Assistance (BANTU) is a five-year project
(October 2015 – October 2020), which provides USAID and the Government of
Indonesia (GOI) with a flexible mechanism to effectively and efficiently
mobilize the technical expertise needed (offered either through
subject-matter experts or organizations) to advance national and global
health priorities set forth in USAID’s Country Development Cooperation
Strategy (CDCS).
BANTU is currently looking for Casual Admin and General Support to support
the Senior Operations Manager and the Finance Officer. This is a *casual
position* but will play a key role in supporting the successful
implementation of the BANTU Project. As well as undertaking general
administrative tasks this position has responsibility for four key areas:
providing administrative support for the operations of the project,
financial administration and bookkeeping, maintaining assets, and project
tracking systems.
The position reports to the Senior Operations Manager (SOM), BANTU Project.
*Key Responsibilities:*
1. *Administration:*
· Responsible for overall administration function of the project
· Assist COP and Senior Operations Manager and other team members to
compile and document program information for reports, publications and
communications, as needed
· Provide secretarial and administrative support to COP and other
team members to facilitate and support the smooth management of the project
· Develop and maintain a comprehensive electronic and paper filing
system for the project office, including database of all partners and
contact information
· Support the Senior Finance Officer with procurement and purchasing
and other contractual requirements
· Establish and maintain supplier/vendor files and account
· Maintain the project purchase order system
· Support the project’s procurement and purchasing, and other
contractual requirements.
· Develop minutes of routine staff meetings and other project-related
meetings
· Assist with the preparation, review and editing of documents,
presentations, reports, proposals, and excel spread sheets
· Organize translation, editing, and publication of reports,
task-related deliverables, briefing notes, etc
· Maintain shared document libraries, archives, calendars, etc.,
using Palladium web-based management information systems
· Serve as point person for all IT related issues with coordinate
with the IT Support Center
· Assist with special projects and perform other duties as required
2. *Finance (this will involve close coordination with the Finance
Officer):*
· Regularly maintain and update financial records including checking,
verifying, and recording the project’s financial transactions
· Check, process and record all the payments, administer invoices and
expenses claims received, and code items to approved budgets
· Reconcile financial transactions on-line and ensure that all
expenditures coded and charged correctly and code items to approved budgets
· Working closely with the Senior Finance Officer in preparing the
Field Voucher report, tax report, BPJS payment and reporting and other
related report as regulated by Palladium and the Client
· Support the Senior Finance Officer with the cash transfer requests.
· Maintain finance tracking systems for advances, Level of Effort
(LOE), Work Orders, charge codes etc.,
· Filing, scanning, duplicating, and shipping of field vouchers to
the US Office every month
· Provide backstop to the Senior Finance Officer as needed and
directed by the COP
· Collected and record the employees’ time sheet for project office
file (bi-weekly)
· Manage the project’s assets and ensure accurate Assets Register
maintained
*Qualifications and Experience:*
· Relevant bachelor’s degree required; master’s degree (preferred)
· At least 3 years of program management experience and increasing
responsibility with USAID-funded projects.
· Proven experience and knowledge of USAID procurement, management,
operations, and financial/budget systems.
· Demonstrated experience in project / program administration,
including support to consultancy work, recruitment / mobilisation and
contracting / invoicing, etc.
· Demonstrated ability to be proactive in managing work priorities,
juggle competing priorities and work with minimal supervision,
· Proven ability to work effectively and collaboratively with a small
team.
· Attention to detail and accuracy in the work products developed
· Well-developed and effective organizational skills, including to
ability to multi-task, prioritize tasks, and work in a high-pressured
environment.
· Willingness to “go the extra mile” to ensure that the job is
completed in a timely and accurate manner.
· Sound understanding / experience in financial processing and
management
· Good written and verbal communication, liaison and interpersonal
skills.
· Fluency in English and Bahasa Indonesia required.
· Excellent skills in Microsoft Word, Outlook, and Excel
· Excellent skills in database applications
*Only local Indonesian candidates will be considered for this position.*
*HOW TO APPLY*: To respond to this position, send your resume (no longer
than 6 pages) *which states your daily rate* to
recruitment@bantuproject.net with
the name of the position as your email subject.
*Closing date: December 8, 2019*
*Only shortlisted candidate will be contacted*.
For more information on our company, please review our website:
www.thepalladiumgroup.com
Palladium provides equal employment to all participants and employees
without regard to race, color, religion, gender, age, disability, sexual
orientation, veteran or marital status.
