Program Assistant

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 access to and use of safe abortion and contraceptive care as per Indonesia’s Law.

The Program Assistant is part of the Program Unit that implement diverse projects to realise SRHR for women and girls, particularly on provision of Post-abortion Care (PAC, safe CAC for victim of sexual violence, and right-based Family Planning. The primary focus of this position is to support Program Unit to maintain quality implementation that comply with organization’s regulation, standard of practice, and accountability.

This position will report to Program Manager and s/he will need to coordinate with relevant staff in Yayasan IPAS Indonesia.

Project and Program Management:

- Assist Program Manager to ensure the annual workplan is completed and regularly updated.
- Assist Program Manager to organize and document regular project meeting: monthly, quarterly, semester, and annually.
- Support the PIC to ensure all activities implementation, including events, contracts and other partnership documentations, comply with organization’s quality standard, system, and business process.
- Ensure complete project documentation are filled and updated properly by the PIC. This include but not limited to documentation from implementing organizations and consultants.
- Support Program Manager to coordinate inter program collaboration to achieve common goals. This includes but not limited to monitor program and project dashboard.

MEL:

- Monitor activity completion of activity report in line with program and project dashboard. When deemed necessary, this include assisting MEL to ensure monitoring documents are ready for data entry in the system.

Technical Assistance:

- Maintain good relationship with stakeholders and implementing partners.
- When deemed necessary, support Program Unit to organize technical assistance sessions to implementing partner

Reporting:

- Assist Program Manager to collect qualitative and quantitative data and for donors and other stakeholders report.

Finance:

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

HR & Administration
- Coordinate with Admin and procurement team to execute high quality program and project activities and events.
- Understand and comply with the HR regulation in Yayasan Ipas Indonesia
- Collaborate with other teams in Yayasan IPAS Indonesia
- Ensure all activities comply with the regulation in Yayasan Ipas Indonesia

Ethics
- Understand and practice ethical process and behavior as per the organization's standard
- Contribute to 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

Position Requirements
- Minimum of Bachelor's Degree in Business Administration or management or other related field
- Minimum 3 years of working experience in project implementation.
- Deep understanding in project documentation and business process for activity implementation. Knowledge and exposure on administrative, procurement, and financial system will be an advantage
- Experience working in a non-profit organization.
- Fluent in Indonesian (speaking and writing). Good command in English will be an advantage.
- Extensive knowledge of Microsoft Office suite

Knowledge & Skills
- Works independently; is an active participant in meeting project and organizational goals;
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff
- Excellent oral and written communication skills;
- Strong critical thinking and problem solving skills;
- Demonstrated project and organizational skills;
- Ability to motivate and work well with others;
- Ability to work under pressure ;
- Ability to work successfully in a cross-cultural, team-based, global environment ;
- Ability to create a supportive working environment amongst all staff

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.