Since
1992, the United States Pharmacopeia has worked cooperatively with the
United States Agency for International Development (USAID) to help
developing countries address critical issues related to poor quality
medicines and their appropriate use through the Promoting the Quality of
Medicines (PQM). PQM serves as a primary mechanism to help ensure the
quality, safety, and efficacy of medicines essential to USAID priority
diseases, particularly malaria, HIV/AIDS, and tuberculosis. USP–USAID
collaborative efforts have helped communities improve drug quality in
more than 35 countries.
Supported
by knowledgeable staff and state-of-the-art facilities around the
world, PQM strives to accomplish four key objectives:
· Strengthen quality assurance (QA) and quality control (QC) systems
· Increase the supply of quality assured medicines
· Combat the availability of substandard and counterfeit medicines
· Provide technical leadership and global advocacy
USP PQM Indonesia is currently recruiting for the following position: Finance & Administration Assistant
The
Finance & Administration Assistant has direct responsibility for
day-to-day finance and admin activities for the USP PQM Indonesia
office. The Finance and Admin Assistant works under the supervision of
the Field Office Finance Officer and Indonesia Country Director/COP.
Will support admin activities under USP PQM Indonesia work plan, under
USAID and USP PQM accounting and finance policies. The Finance and
Admin Assistant is also responsible for all local (Indonesia) travel and
meeting/workshop/training arrangements and Finance & Admin
relations with BPOM/MOH partners and other clients.
MAIN RESPONSIBILITIES:
Finance:
· Assists Indonesia Finance& Operations Officer with daily activities
· Assists Finance and Operation Officer for all payments (checks/transfers) on regular basis
o Ensure the financial reports and supporting documents are photocopied before sending to USP PQM headquarters on a monthly basis
o Sending supporting documents by courier (e.g. DHL/FedEx)
· Maintains the Indonesia USP PQM office petty cash account.
· Procures field office supplies.
· Conducts bank transactions (check withdraws, transfers, deposits) as required
· Conducts payment as needed for office purposes (tax, monthly operational billing)
· Performs
budget support according to USAID and USP PQM regulations (for budgeted
work plan activities: workshops, training, field trips, etc.)
· Prepares purchase orders and matches them to purchase invoices
· Processes
expenses for USP PQM Indonesia staff and BPOM/MOH staff, CROs,
manufacturers, etc. as needed, under work plan activities
· In charge of Indonesia office expenses, hotel reservations, ticket booking
Administration:
· Arranges Meetings/Workshops/Trainings (including hotel or venue, breaks and/or lunches, etc.) as required
· Facilitates
local travel arrangements (air ticket and accommodation), assists with
visa processing, travel cash advances, and travel insurance for
international travelers for USP PQM staff, consultants, and others as
necessary
· Develops and manage filing system for USP PQM HQ by as required
o Update and Maintain filing system on a regular basis
o Ensure all transactions have payment vouchers, receipts, and their finance reports
· Develops and maintains a comprehensive, efficient filing system for the Indonesia USP PQM office.
· Develops and maintains Indonesia partner Contacts List
· Prepares itineraries, agendas and expense reports
· Prepares
official correspondence, coordinate and tracking functions, handle
incoming and outgoing visit requests preparation, logging and
verification
· Coordinates
and schedules events, conferences, meetings, travel, field trips
(ticket and accommodation), and other logistical and organizational
needs for BPOM or MOH staff or other partners (manufacturers, CROs), as
needed
· Arranges and confirms appointments meetings between USP PQM staff and BPOM/MOH, manufacturers, CROs, partners, etc.
· Handles incoming mail, phone calls, and other materials
· Assists with preparation of procurement to vendors
· Coordinates and manages Indonesia office vehicle for official USP PQM business use
REQUIRED QUALIFICATIONS:
· Bachelor degree and minimum of 2 years’ experience in finance and administration.
· Excellent organizational, communication, and interpersonal skills.
· Excellent Microsoft Excel and Microsoft Word skills.
· Work experience in a USAID or other international donor-funded project in Indonesia desirable.
· Experience in office management desirable.
· Attention to detail.
· Fluency in Bahasa Indonesia and proficiency in written and oral English required.
Interested applicants are requested to submit their CV and application to chrispqm@gmail.com by February 28th 2014 at the latest.
Only shortlisted candidates will be notified
