Job opening Jhpiego Indonesia July 2014

Job opening

Jhpiego Indonesia

July 2014

 

 

Jhpiego, an international non-profit health organization affiliate of the Johns Hopkins University, builds global and local partnerships to enhance the quality of health care services for women and families around the world. Jhpiego is a global leader in the creation of innovative approaches to develop human resources for better health service.

 

Jhpiego/Indonesia implements the five-year USAID-funded Expanding Maternal & Newborn Survival program (EMAS) that seeks to reduce maternal and newborn mortality in Indonesia. It focuses on improving the quality of emergency obstetric and newborn care provided by hospitals and Puskesmas and on strengthening referral systems that transfer sick mothers and newborns between facilities.   EMAS works in 30 districts/cities across 6 provinces.

 

 In order to reach our goals, we are now recruiting some local based positions to be part of the EMAS team. The successful candidate will enjoy working as part of a dedicated team, with the added satisfaction of working for an organization committed to the Jhpiego vision and mission.

 

1)               Executive Secretary

 

Location:        - Jakarta Office

 

Overview:

The Executive Secretary performs essential and complex administrative support duties for the Chief of Party/ Country Director and, as needed, the Deputy Chief of Party. This includes assuming responsibility for developing, editing, and/or finalizing excellently presented written and electronic products, including PPT presentations and written materials for staff, partners or stakeholders.

 

Responsibilities:

• Performs administrative and complex secretarial duties to ensure smooth and efficient support to the COP, including the effective management of their calendars
• Independently performs administrative organization and tasks, including arranging meetings, preparing minutes of these meetings, maintaining files and lists, and performing other administrative and or/secretarial duties, as needed
• Types and proofreads correspondence, reports, and other materials, including reviewing documents that have to go to the COP and DCOP, and taking appropriate actions as necessary
• Distributes mail, forwards correspondence to appropriate persons for action, answers routine correspondence and composes complex correspondence as necessary; prepares selective summaries
• Receives visitors for COP and DCOP and represents the COP and DCOP as occasions require
• Completes various forms, including: shipping requests, travel expense reports, requests for payment, consultancy agreements, work orders, etc.
• Handles inquiries as delegated by the COP and DCOP

 

Qualifications:

·         University degree and 7-10 years of related experience required

·         Excellent MS Word, Excel, PowerPoint and Outlook skills required; graphic design and/or desktop publishing experience preferred

·         Demonstrates general technical understanding of and interest in maternal and newborn health

·         Exceptional organizational and spoken and written communication skills

·         Fluency in English and Bahasa Indonesian required (TOEFL ≥ 550 or IELTS ≥ 6.0 )

·         Ability to build and maintain professional and communicative relationships with internal and external stakeholders

·         Ability to utilize sound judgment, work independently under pressure, and ensure confidentiality

 

2)               Communication Coordinator

 

Location:                     -    Jakarta Office

 

Overview:

The communication coordinator will provide communications support to the Knowledge Management & Communication Coordinator and the Senior Operations and Communication Advisor. The communication coordinator will help develop and maintain various communications products and activities, including social media handles, website, SharePoint site, newsletters and events.

Responsibilities:

• Develop and maintain daily posts for social media handles
• Reply and engage with relevant Twitter and Facebook users
• Help develop social media-based campaigns to raise awareness, increase participation and get more followers/Likes
• Draft content for website in both Bahasa Indonesia and English
• Participate in a plan to increase awareness of and drive traffic to site, e.g. promoting site through online/offline products and activities
• Working closely with KM & Communication Coordinator and other relevant staff, participate in a plan to increase the use of SharePoint site
• With the support of KM & Communication Coordinator, migrate content to SharePoint site from various locations, including shared drives, Dropbox, personal hard drives, etc. Tag and organize content.
• Gather and write content for digital newsletters in a sleek semi-formal style
• Help develop success stories, publications, presentations, promotional materials and other communications products and activities
• Support communications and private sector teams for organizing events

Qualifications:

• English Literature, Journalism, or Communications background
• Fresh graduates are encouraged.
• Proven ability to grow followers and friends on Twitter and Facebook, and is able to show a well-performed profile and engagement with followers/friends if necessary
• Excellent written and verbal communication ability both in English and Bahasa Indonesia
• Excellent skill on basic computer programs and online-based platforms, e.g. Microsoft Office, Twitter, Facebook, search engines, intranet, etc
• Familiar with Google keyword, SEO, digital publications preferred
• An eye on photography and design (and skill on Adobe Photoshop and InDesign), interest in technology and health (esp. mothers and babies’) would be a plus.
• Diligent and honest with the ability to work well in a complex environment, task-switching and tight deadlines
• Willing to travel and support internal/external events as needed

 

3)               ICT Coordinator

 

Location:        Jakarta Office

 

Overview:

ICT Coordinator, SMSbunda will provide administrative and program management support for a GE Foundation-funded project carried out by Jhpiego in Indonesia. This project uses and innovative SMS information system to reach pregnant and postpartumwomen with timely lifesaving information for mother and baby.

 

Responsibilities:

·   Assist with any training, meetings and workshops held for the planning, design, implementation or evaluation of information and communication technologies for program activities

·   Collaborate with teams members to ensure appropriate monitoring and evaluation of project information and communication technology activities, including provision of input into appropriate logical framework and indicator development

·   Work collaboratively with other team members to ensure necessary program planning, development, resource availabilityand management activities function effectively and efficiently

·   Contribute to annual work planning and budgeting

·   Contribute to timely, accurate and appropriate reporting of program activities and results to the donor, including progress reports, and annual reports

·   Promote and support the dissemination of project information and experience sharing among the project team and with other country, regional and headquarters-based staff

·   Assist with the establishment and maintenance of productive relationships with key stakeholders, including relevants department heads and staff, government officials, NGOs and ICT companies

·   Other duties as necessary and as assigned.

 

Qualifications

·   University degree in an information and communication technology, management sciences, or public health related field

·   3-5 years experience working with a team in a project management or administration capacity

·   Interested in keeping up-to-date with technologies and technology standards

·   Interested in keeping up-to-date with technologies and technology standards

·   Understand the constraints and benefits of different technologies

·   Self-motivated, proactive and possess a positive attitude to work

·   Require minimum supervision

·   Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines.

·   Be cooperative, hardworking, flexible & dependable.

·   Ability to communicate effectively, instilling trust and confidence.

·   Pleasant, warm and outgoing personality.

·   Excellent interpersonal and communication skills.

·   Be of high integrity and have a sense of confidentiality

·   Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization

 

4)               Finance and Admin Officer

 

Location:         Makassar Office

 

Overview:

The Finance and Admin Officer responsible for payment process of Provincial office and assist the program and technical staff in the implementation of Jhpiego financial policies and procedure. Administer and monitor the Jhpiego finances to ensure that the financial systems are maintained in an accurate and timely manner.

Responsibilities:

• Implement Jhpiego financial policies and procedures and adhere to donor rules and regulations.
• Responsible for payment process of South Sulawesi office
• Conduct data entry of South Sulawesi expenses into Quick Book
• Assist in developing the program activity budget and review the budget before sending to Jakarta office for approval
• Assist program and technical staff on money disbursement during program activity
• Assist program and technical staff on making reconciliation report
• Review the completeness of reconciliation report
• Review staff Travel Authorization Request
• Review staff Travel Expenses Report.
• Establish and maintain cash controls
• Guide and orient program staff in preparing travel expense and advance reconciliation report
• Review petty cash expenditure
• Conduct routine petty cash count
• Work with internal and external auditor when necessary
• Review office supply requisitions
• Review Purchase requisition from South Sulawesi office
• Coordinate with Procurement Coordinator in Jakarta office on procurement process
• Coordinate with Office Manager n inventory and asset management
• Assist program and technical staff in day to day activity that related to finance and admin
• Coordinate with Finance and Admin Jakarta team 

Qualifications/Knowledge, skills and experience:

·         Bachelor/S1 degree in Finance/Accounting.

·         Minimum of 3 years experience in finance and accounting.

·         Good knowledge in accounting of INGO, specifically in project budget and financial reporting.

·         Understand of Indonesian Tax Regulations.

·         Excellent computer skill, especially MS Excel and knowledge of other Microsoft Office programs.

·         Fluency in written and oral English is compulsory.

·         Diligent, honest and mature worker, willing to work under pressure.

·         Able to work independently and under minimum supervision, but with a spirit of teamwork.

·         Tactful and excellent analytical thinking.

 

5)               District Team Leader ( DTL_for .......district )

 

 Location:        -     Langkat (North Sumatera)

 

Overview:

 

The District Team Leader will coordinate project activities in the district. This will involve coordination of all district level project partners and component activities as well as liaison with district level relevant governmental and nongovernmental agencies, organization and management of district coordination committee, providing guidance and support to the implementing partners as well as reporting regularly on project activities and progress made. He/she will represent EMAS  at the district level and report to Provincial Team Leader at the Province  office and work closely with Clinical Mentor, M&E Officer and other relevant provincial staff. He or she also responsible to run   Component 1 or Component 2.

Responsibilities:

• To lead and coordinate the EMAS staff in districts for EMAS implementation activities
• To ensure the deliverable of EMAS are meet the target, or if not, identify the challenges and provide problem solving
• Provide technical assistance in monitoring, evaluation of project activities with other partners
• Close coordination and collaboration with the district stakeholders including District Health Department and the health programs.
• To support and coordinate district activities including meetings, workshops, launch/s etc. and provide support in managing the relevant budgets.
• Provide necessary technical and organizational and any other support to conduct workshops/ seminars/ meetings/advocacy events.
• To prepare and submit regular process documentation of all activities, meetings and relevant events.
• Assist in preparation and dissemination of publications, protocols and other documents.
• Provide assistance in documentation process of ongoing activities and preparation of District reports.
• Assist in identification of capacity building needs of project staff and provide training where ever relevant.
• Maintain an updated database of all trainings and community mobilization activities at district level.
• Facilitate and manage the project review meetings and monitoring visits as scheduled in the workplan
• Assist in conducting baseline and end line surveys of the project.
• Liaise with Health Department  and all other EMAS partners at districts level
• Ensure establishment of District Technical committee at District level
• Plan and conduct monitor and evaluate, community mobilization and capacity building activities in District

 

Qualifications, Skills, and Attributes:

·         Bachelor Degree with min. 15 years working of exp. ( preferably in  Health Sector/Public Health ; maternal , newborn and child health )

·         Master Degree with min. 10 years working of exp.  ( preferably in  Public Health/Public Health ; maternal , newborn and child health )

·         Experience in facilitation and advocacy to various levels of stakeholders to the level of policy makers

 ( public policy with min. 3 years ).

·         Experience of working with international and national organizations and government agencies at the provincial level preferably for advocacy projects

·         Strong organizational, interpersonal & communication skills

·         Ability to work independently; with little or no direct supervision at various times

·         Report Writing

·         Ability to work well under unstable security environments, and/or administrative and programmatic pressures.

·         Understanding and previous use of a Windows-based computer system and applications such as Microsoft Word, Excel, Outlook; and PowerPoint.

·         Work based and Home based in district level ( relocation NOT available )

 

 

6)               Program Coordinator

 

Location :       - Tangerang (Banten Province)

 

Overview:

The Program Coordinator will provide administrative support for program teams in Indonesia. S/he will work closely with Advisors, Program Managers and Finance staff to ensure close adherence to Jhpiego’s agreed upon work plans and overall scope of work.

Majors Duties & Responsibilities:

§  Assists Program Manager teams and work closely with finance staff in developing activity budget

§  Coordinates meeting, workshop and training, including preparing logistic for participants

§  Coordinates with advisors, program managers and finance staff in disbursement need based on activity budget

§  Prepares travel authorization for staff, consultants and counterparts for activities and workshops

§  Assists in transportation and hotel arrangement for staff, consultants and counterparts for their visit activities

§  Work closely with finance staff in processing and reconciling of invoices and payment documentation

§  Performs other duties as assigned by Program Manager teams and other technical team members

 

Qualifications, Skills, and Attribute:

 

§  Diploma in secretarial, administration or other related fields, with min 2 – 3 years experience in administration

§  Strong ability to work and communicate within a team

§  Practices knowledge of finances is an advantage

§  Demonstrated excellence in oral and written Indonesian language; English language proficiency preferred

§  Computer skills demonstrating in competency in Microsoft office: Excell, MS word and Power point

§  Ability to work independently and to exercise independent judgment

§  Ability to ensure adherence to applicable laws and regulations

§  Demonstrated ability to exercise confidentiality and professionalism

§  Ability to work under pressure, priorities, schedule and balance workloads in the face of conflicting and uneven demands

 

  

 

7)               Quality Improvement Coordinator  ( QIC_for .......district )

 

 Location:                    -     Bandung (West Java)

-          Cirebon (West Java)

-          Malang (East Java)

-          Sidoarjo (East Java)

-          Pinrang (South Sulawesi)

 

 

Overview:

 

The Expanding Maternal and Neonatal Services (EMAS) project is a five-year USAID-funded project that seeks to reduce maternal and newborn mortality in Indonesia.    It focuses on improving the quality of emergency obstetric and newborn care provided by hospitals and Puskesmas and on strengthening referral systems that transfer sick mothers and newborns between facilities. EMAS works in 30 districts/cities across 6 provinces.

 

The Quality Improvement Coordinator will coordinate and provide support to all EMAS health facility activities at the district level.  He/she will work closely with the District Facilitator, Provincial Clinical Mentors, Referral Services Coordinator, M&E Officer, and the EMAS clinical mentoring teams to support health facilities to assess their progress, develop action plans, and take action. He/she will also assist the facilities to utilize tools to ensure quality maternal and newborn services and patient satisfaction.  The Quality Improvement Coordinator will also assist the District Facilitator to represent EMAS quality improvement efforts to the hospitals/puskesmas, District Health Office, Pokja, and Bupati office.  A key aspect of this position is strong teamwork with all members of the EMAS district and provincial team.

 

Responsibilities:

·         Coordinate EMAS activities in facilities, including site visits by EMAS clinical advisors and mentoring teams, donors and visiting doctors.

·         Follow up on action plans developed during mentoring visits to ensure that progress is being made by the facilities

·           In conjunction with facility staff, organize and equip EMAS maternal and neonatal facilities according to EMAS specifications and activities.

·         Work with EMAS clinical mentors to track and report on progress of EMAS clinical activities including completion of dashboards and performance of mortality audits

·         Collect clinical performance data from each EMAS target facility on a monthly basis to submit to EMAS M&E officers in the province. 

·         Maintain EMAS clinical decision support tools in coordination with facility staff to maximize use and to identify barriers that impede their use.

·         Together with the Referral Systems Coordinator, assist in the development of Perjanjian Kerjasama amongst health facilities in the district

·         Support the District Team Leader to introduce and monitor the use of referral Performance Monitoring tools with DHO teams

·         Collaborate with Provincial ICT specialist to ensure that the Referral Exchange system (SIJARIEMAS) is functional within Emergency rooms (general, maternal and neonate)

·         Disseminate results of Referral Exchange system (Sijariemas) with facility staff to ensure follow up/problem solving

·         Oversee the development and use of service charters in each facility

·         Monitor the development and use of patient feedback mechanisms

·         Promote midwife participation in SMS-based learning approaches (SIPPP)

·         Develop and maintain excellent relationships with colleagues and partners at health facilities and District/City health office

·         Contribute to quarterly/annual plans and reports as directed

 

Qualifications

·         Medical or Public Health Background, preferably doctor, midwife, or nurse

·         Experience and comfortable working in hospitals and Puskesmas

·         Ability to analyze, troubleshoot, tackle and report on problems in coordination with a multi-disciplinary team

·         Experience collecting, analyzing and contextualizing clinical data

·         Ability to work in a complex environment with multiple tasks, short deadlines and pressure to perform.

·         Demonstrated ability to take initiative and work within a team

·         Strong interpersonal writing and oral presentation communication skills in both Bahasa Indonesian and in English

·         Experience working with international non-profit organizations

·         Ability and willingness to travel to designated facilities within the district as needed

 

8)               Administrative Assistant (Jakarta Office)

 

Overview:

The Administrative Assistant will perform a range of administrative tasks and also acting as a Receptionist  in Jhpiego’s Indonesia office, including answering phones, managing office inventory, general office support and work flow and assistance with special projects.

 

Responsibilities:

§  Answer telephone, take and relay messages

§  Managing and distributing general documentation and correspondence

§  Managing the schedule for office drivers

§  Organizing travel requests related records and documents for HR, Finance and Admin staff

§  Providing and researching travel options and providing travel itineraries

§  Setting up and maintaining vendor’s (travel agent) accounts

§  Keep track on the use of office stationeries and keep the record in a proper file

§  Managing the use of meeting rooms

§  Manage mail and package delivery, including weekly International courier service to Jhpiego’s Head Office

§  Assist procurement officer in preparing PRs, contacting vendors and filling

§  Maintaining general office filling, photocopying, and faxing.

§  Maintain and update the inventory list for all Jhpiego Indonesia offices as well as tagging the assets prior the distribution to the user

§  Managing taxi voucher and its billing summary

§  Maintain the movement of office equipment (floaters)

§  Updating staff contact list and extension list for Jhpiego Indonesia office

§  Work closely with office helpers to keep the meeting room clean and ready to use

§  Tidy and maintain the reception area

§  Perform other duties as assigned

 

Qualifications:

§  Graduate from secretarial or business studies

§  Minimum 2 years experience in office administration

§  Knowledge of administrative and clerical procedures

§  Able to work methodically, accurately and neatly

§  Good oral and written communication skills

§  Proficient in Microsoft Office Applications

§  Highly meticulous with excellent interpersonal, communication and organizational skills

§  Able to work in a fast-paced environment

§  Able to work as part of a team

 

9)               Administrative Assistant ( …………. District)

 

Location:        - Gowa (South Sulawesi)

                        ­- Pinrang (South Sulawesi)

- Brebes (Central Java)

 

Overview:

The Administrative Assistant will perform a range of administrative tasks in a district level , in order to support program staff, to ensure that all the program activities that have been scheduled in the work plans are delivered on time.

 

Responsibilities:

·         Answer telephone, take and relay messages

·         Managing and distributing outgoing-incoming general documentation , correspondence and packages

·         General administrative and clerical support, prepare letters and documents

·         Schedule appointments, maintain appointment diary either manually or electronically for district team ( meeting organizer )

·         Note taker for overall activities conducted in district level

·         Assist other staffs and Consultants to produce letter, documents, reports and presentations or materials for distribution (including word processing, computer graphics, lay out, photocopying, etc.

·         Assist in the planning and takes primary responsibility for the logistics and preparation of special events, staff meeting, etc., including agenda preparation, materials and scheduling of conference rooms.

·         Work closely with Program Coordinator handling transportation and hotel arrangement for all activities which conduct in district

·         As well as preparing a Travel Authorization Request form for staff, consultants and counterparts related to the program activities.

·         Operate a range of office machines such as photocopiers, computers, scanner and faxes etc.

·         Manage Jhpiego operational cars traffic and drivers log sheet

 

Qualifications:

·         Graduate from secretarial or business studies

·         Minimum 2 years’ experience working in administration area, ( as a support program for NGO would be preferable )

·         Knowledge of administrative and clerical procedures

·         Able to work methodically, accurately and neatly

·         Good oral and written communication skills ( English plus point )

·         Proficient in Microsoft Office Applications

·         Highly meticulous with excellent interpersonal, communication and organizational skills

·         Able to work in a fast-paced environment

·         Able to work as part of a team

 

To apply, please e-mail your cover letter and CV, indicate the position that you are applying for on the subject of your email.

 

Email address  : IndonesiaHumanResources@jhpiego.org

 

Closing date: July 25^th, 2014

 

Only short-listed applicants will be contacted.