Community Access

Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia, is a local foundation works as affiliation of Ipas global so that women and girls have improved sexual and reproductive health and rights through enhanced reproductive justice and access to care for women and girls in Indonesia.

Position Purpose

The Community Access & Mobilization (CAM) Program Support Assistant has primary focus to support Community Access & Mobilization/CAM Program Unit to maintain quality, efficiency and effectiveness implementation of project interventions that comply with organization’s regulation, standard of practice, and accountability.
The CAM PSA will provide efficient and timely action on administrative matters and is responsible for the preparation of correspondence and materials, coordination for meeting and workshop logistics, coordination of travel and assistance with preparing financial and programmatic documents and reports.

This position is part of the Community Access and Mobilization Unit, and s/he will report to CAM Team Leader/Advisor. S/he will need to work closely and ensure close coordination with other Program Unit, other project staff in field, as well as other unit within the Yayasan IPAS Indonesia.

Summary of Responsibilities

General Program Administration
- Assist CAM Program Unit in ensuring quality, efficiency and effectiveness implementation of project interventions;
- Support administrative and operation support on implementation of projects;
- Follow-up, on a daily basis, with project staff, to guarantee smooth implementation of administrative and operational activities of the projects;
- Coordinate and take minutes of relevant program meetings as assigned;
- In coordination with Admin unit, process project-related travel arrangements;
- Assist CAM Program Unit in compiling and filing documents related to projects such as contracts, disbursement schedules, project budgets, project work plans, monthly reports and narrative reporting schedules;
- In coordination with other program team members, drafting correspondence (letters and other documents) intended for both external and internal audiences, arranges document translation, and photocopies documentation
- In coordination with program unit and projects team, maintain up-to-date files and records of project documentations, including project asset list
- Ensure adherence to finance, procurement and office administrative rules and procedures

Supporting planning, monitoring and evaluation activities of the projects and program
- Support the elaboration of program work plans as well as project procurement plans, ensuring complete documentation is available.
- Assist the program team in tracking procurement process, provides complete documentation on the processes;
- Support the timely preparation and submission of progress reports, donor reports, project reviews, financial reports, audit reports and any other required program, reports;
- Provide logístical support for workshops and other meetings as tasked by the CAM Team leader/Advisor that includes planning, materials preparations, venue confirmations and communications with attendees;

Finance:

- Understand and comply with the Finance regulation in Yayasan IPAS Indonesia for all the activities

HR
- Understand and comply with the HR regulation in Yayasan IPAS Indonesia
- Collaborate with other teams in Yayasan IPAS Indonesia

Ethics
- Understand and practice ethical process and behavior as per the organization's standard
- Contribute to a safe working environment where every team member is treated equally and respectfully
- Ensure external consultant understand and practice ethical process and behavior while in partnership and implement program with Yayasan Ipas Indonesia

Other
- Perform other related duties as required

Internal & External Customers / Suppliers as well as Third Parties
- Support the CAM Team Leader/Advisor to ensure that all projects documentation is complete, accurate and in compliance with the Yayasan IPAS regulations.
- Reports to CAM Team Leader/Advisor in reference to workflow, deadlines, reports, and tracking
- Collaborates and works in supporting the projects staff members in the area related to the operations of Yayasan IPAS Indonesia office and its project implementation;
- Manages relationships with external entities including vendors and external consultants;
- Manage good relationship with CSO and other stakeholders.

Position Requirements
- Minimum of Bachelor's Degree preferably in administration, social sciences, international relations, or related area.
- Minimum of 1-3 years of full-time work experience in a relevant field, preferably with hands-on experience in projects implementation.
- Experience working with (ERP/Enterprise Resource Planning) system for procurement/finance and HR is an advantage
- Ability to write and speak in an organized, clear, and articulate manner
- High integrity and attention to details
- Professional fluency in Bahasa Indo