[EXTENDED] District Project Associate - BEBAS TB

Title: District Project Associate

Reports To: Provincial Senior Project Associate

Division/Department/Unit: Operations

Location: Kota Tegal, Kab. Tuban

Overall Responsibilities

The District Project Associate will work closely under the supervision of the Provincial Senior Project Associate and in coordination with the District Technical Coordinator, District Cluster Coordinator, and the District Data Associate to ensure all USAID BEBAS TB activities at the assigned regional district cluster are implemented in line with the work plan, on time, and within budget in a quality manner that engages stakeholders from all levels of the health system in the process and promotes long term sustainability. The District Project Associate will coordinate closely with the Finance and Administration teams in the province to ensure sufficient and timely assistance to the technical team to implement the activities. The District Project Associate will provide administrative support to the other district-level staffs and through use of the admin management system, ensure efficient and effective use of MSH/Donor resources for the purposes intended. They will ensure compliance with the MSH/Donor procedures, guidelines, and rules.

Specific Responsibilities

The overall responsibilities of the District Project Associate include, but are not limited to the following:

• Support District Technical Coordinator in arranging seminars/conferences/workshops, training, and meetings (external and internal), in collaboration with District Data Associate and District Cluster

  Coordinator

• In coordination with the Provincial Senior Project Associate and the Finance and Administration

  provincial team, provide administration, finance, and secretariat support to the technical staff members, including checking the completeness of supporting documentation for activities and events related payment, and, prerequisite documents for activity implementation

• In collaboration with the Provincial Senior Project Associate, assess and decide on the best course of action when tasks are competing for resources in consultation with the District Technical Coordinator

• Arrange admin related activities for the meeting such as attendance, logistic notes, participant

  confirmation, invitation letter, and other administration for the activities.

• Support in getting the in- and out-of-town participant confirmation to attend activities for the further travel arrangement process.

• In collaboration with the provincial Finance and Administration team, review and validate the

  calculation of participant allowances for the activities and required and do the payment.

• Assist District Technical Coordinator in preparing relevant administrative reports relating to duty trips.

• Ensures functionality of operations including coordinating document flow and organization, purchasing supplies, arranging travels and events, equipment and furniture, and communication; supports project needs to provide events and meeting coordination across the organization.

• Assist with the planning, logistics, and management of meetings, workshops, and trainings and be

  responsible for taking and disseminating the minutes of meetings.

• Assist the technical team in complying with the project’s ethics and regulations.

• Ensure all documents are aligned with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.

• Systems are in place to: Ensure that appropriate staff members are aware of and understand laws,

  contract/award and donor requirements, and MSH policies and procedures; Monitor and ensure

  compliance.

• Perform other duties assigned from time to time.

Qualifications

Education:

• Diploma 3 or bachelor’s degree from a reputable University majoring in administration,

  finance/Accounting, business, or other related majors.

Experience:

• 0.5-2 years of relevant and progressive experience in Administration, Finance or related areas

• Experience in a USG or donor-funded project or NGO preferred.

• Experience working in District Health Office

Knowledge and Skills:

• Good working knowledge of planning and budgeting, report writing, and event management

• Strong proficiency in Microsoft Office and business application software, purchasing, and

  resource planning systems.

• Ability to work in a team-oriented environment while maintaining an individual workload.

• Professional written and spoken proficiency in Bahasa Indonesia and English.

Competencies:

• Know how related processes and products.

• Good communication skills, relationship building, and the ability to effectively present

  arguments.

• Result oriented in meeting deadlines, agile in identifying course of actions, and determined to

  achieve team’s goals.

• A person with excellent problem-solving skills in overcoming challenges/problem

Organizational Structure

MAIN DUTIES AND RESPONSIBILITIES

No.	Key Performance Areas	Major Activities / Responsibilities	LOE
	General Responsibilities	Assist technical staff members in arranging seminars/conferences/workshops, training, and meetings (external and internal) In coordination with the Senior Project Associate and the Finance and Administration provincial team, provide administration, finance, and secretariat support to the technical staff members, including checking the completeness of supporting documentation for activities and events related payment, and, prerequisite documents for activity implementation In collaboration with the supervisor, assess and decide on the best course of action when tasks are competing for resources. Arrange admin related activities for the meeting such as attendance, logistic notes, participant confirmation, invitation letter, etc for the activities. Support in getting the out-of-town participant confirmation to attend activities for the further travel arrangement process. In collaboration with the provincial Finance and Administration team, review and validate the calculation of participant allowances for the activities and required and do the payment. Assist Technical Staff members in preparing relevant administrative reports relating to duty trips. Ensures functionality of operations including coordinating document flow and organization, purchasing supplies, arranging travels and events, equipment and furniture, and communication; supports project needs to provide events and meeting coordination across the organization. Assist with the planning, logistics, and management of meetings, workshops, and trainings and be responsible for taking and disseminating the minutes of meetings. Assist the technical team in complying with the project’s ethics and regulations.	80%
	Compliance	Ensure all documents are aligned with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.  Systems are in place to: Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures; Monitor and ensure compliance.	15%
	Other responsibilities	Perform other duties assigned from time to time.	5%

The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization, and the donor.

Additional Information

Please describe any other aspects of this position that are important and have not been covered by the previous categories.

RECRUITMENT PROCESS

Please send your application to hr@stoptbindonesia.org and cc:gatot.s@stoptbindonesia.org with email subject: “(Lamaran_Posisi_lokasi) Ex: Lamaran_DistrictTechnicalOfficer_KotaSemarang” that contains your CV with a contact list of referees no later than 31 December 2024 at 23.59 WIB.