Program Assistant (Code: 015-PA-USAID IUWASH PASAR)
General Position Summary
The Program Assistant (PA) will be responsible for general program and administrative arrangements, with a focus on the arrangements of travel; meeting logistics; collection, organizing, and management of program activity documentation; and other administrative tasks. The PA will report to the Regional Coordinator and work closely with the Program Admin Officer and Finance Coordinator in Jakarta. The Program Assistant will be based in Province Office (Kota Probolinggo or Kota Pare pare).
Essential Job Responsibilities
Support the program team in the processing of procurement needs, such as purchase request, direct purchases and financial completion reports for all USAID IUWASH Pasar events and activities, according to Mercy Corps Indonesia (MCI) Procurement guidelines.
Support the USAID IUWASH Pasar teams in review and processing of cash advances and follow-up of operational and travel advance requests, in accordance with the MCI financial field manual guidelines.
Work closely with Program Admin and Finance Coordinator on the planning and processing of VAT Exemption requests for USAID IUWASH Pasar as stipulated in the USAID Missions circular on the purchase of goods, services and works.
Ensure proper document filling of completed Purchase Requests, completion report, payment request and other related documents for provincial program records (hard and softcopies) of approved advances, proposed budgets and acquittals.
Maintain payment requests and financial completion reports for all USAID IUWASH Pasar events and activities.
Maintain all other program filing and documentation related, including reports, maps, photos documentation/ management and media monitoring files.
Assist with other tasks as assigned by the Regional Coordinator
Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps Indonesia and to not jeopardize its humanitarian mission in Indonesia.
Knowledge and Experience
Entry-level position with 3 years of experience is required. Financial experience is a must.
The candidate must have good communication skills, document/ report writing, adequate understanding and skills of English speaking and writing, as well as Bahasa Indonesia and finance background.
S/he should have a pleasant personality, organized, efficient, proactive, flexible, and able to work under pressure and with short deadlines when required. Proficiency in Microsoft Word, Excel and other computer programs is a must.
Demonstrated attention to detail, meet deadlines, take initiative, anticipate, and solve problems.
Effective time management and organization skills including priority setting and responding to program needs.
Having willingness to learn and strengthen his/her capacity with open-minded and creativity.
Success Factors
The ideal Program Assistant candidate will be results and quality-oriented, with strong interpersonal skills and an ability to create and maintain effective working relationships with the USAID IUWASH Pasar and MCI teams. S/he will be creative, a self-starter, with flexibility, open-mindedness, and the ability to work in a team.
Living Conditions / Environmental Conditions
The position will be based in Probolinggo or Pare pare. Some travel to other locations may be required. All Mercy Corps Indonesia members represent the agency both during and outside of work hours when deployed in a field position or on a visit/TDY to afield posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs, and Mercy Corps Indonesia’s policies, procedures, and values at all times and in all in-country venues.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps Indonesia is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps Indonesia is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
Accountability to Participants and Stakeholders
Mercy Corps Indonesia team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.
How to Apply
Click Apply for this position button below to complete the application form and fill in the position code: “015-PA-USAID IUWASH PASAR”
The vacancy will be closed on 24 February 2024 and only shortlisted candidates will be contacted for interview. We look forward to hearing from those who are interested in taking this opportunity to grow and develop with us.
Thank You,
Human Resources Department
Mercy Corps Indonesia