Job Description

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SUMMARY DESCRIPTION

The Program Assistant provides both programmatic and administrative support to two Program Officers, as assigned. Programmatic responsibilities include reviewing grant proposals and reports, researching programmatic issues as assigned, meeting with grantees and potential grant applicants,. Administrative responsibilities include assisting two Program Officers by setting up appointments, making travel arrangements including financial reporting of trips taken, preparing minutes of meetings and other internal and external correspondence, assisting with visitors' travel, and preparing documentation for small travel and learning grants program.

RESPONSIBILITIES:

Program Duties:

• Assist Program Officers with grant making plans, budget and pipeline.

• Assist in soliciting concept notes and proposals from potential grantees, through individual contacts, requests for proposals, networks and associations.

• In conjunction with Grants Making Team (Grants Manager and Program Officer), review project proposals (proposal and budget) and applicant organizations legality (organizational capacity, financial state, legal status).

• In conjunction with Grants Making Team, assist in preparation and uploading of documents and FLUXX processes required for grant approval (including Pre-Grant Inquiry).

• Liaise with active grantees on grant monitoring and reporting; in conjunction with the Grant Making Team, follow up on grant reporting requirements; maintain cordial and productive relations with grantees.

• Manage LEARN (SPA) requests for Program Officers, including the online Service Request Form (SRF) and maintain close communication with IIEF.

• Participate in grant monitoring visits, grantee events, meetings and workshops.

• Support implementation of office program monitoring and evaluation.

• Support implementation of office communication strategies.

• Organize translation of key documents, as assigned.

Administrative Duties:

• Manage Program Officer calendar and appointments.

• Manage correspondence and information flow for Program Officers (and their initiatives), ensuring that all proposals receive a preliminary response within 10 days of receipt.

• Assist in answering queries relating to Jakarta office’s program priorities.

• Assist with Program Officer in making PO travel arrangements.

• Assist with processing Program Officer expenses (using Concur).

• In conjunction with Grants Manager, help maintain and update the information in Fluxx.

• Assist Program Officers maintain their filing systems.

• Participate in internal program related meetings, taking minutes as assigned.

• Prepare for meetings as assigned by Program Officers, including invitations, venue and refreshments, according to the type of meeting or event.

To support the Grant Making Team, additional responsibilities would be:
Grants Officer duties (8 grants, up to December 2022), which would be to:

• Manage legacy grants for retired portfolios and liaise with the grantees regarding final reporting and closing of grants.

Compliance Coordinator Duties

• Support the Grant Making Team in review of proposal documents for compliance with the MOU requirements.

• Work with grantees to ensure timely submission of reports and conduct initial reviews of the reports as well as check for compliance with MOU requirements.

• Complete updates to the matrix of approved grants for submission to MOHA (Annual Work Plan matrix updates).

• Work with the Grants Manager to collect reports from grantees annually and summarize in matrix formats as required by the MOU.

QUALIFICATIONS:

• Bachelor degree in any field of study, preferably with excellent analytical and communications skills, and an interest in Ford Foundation's work.

• Three years of work experience, with a demonstrated record of administering multiple roles and tasks.

• Strong administrative and organizational skills, ability to prioritize deadlines and complete multiple assignments in a timely manner.

• Demonstrated excellent English and Indonesian writing ability.

• Exceptional interpersonal, team work and problem-solving skills.

• Skillful in preparing PowerPoint and presentation materials, using Excel spreadsheets, and other communications/social media technologies.

• Ability to work effectively with program and non-program staff, as well as independently.

• Previous experience working in NGO or donor agency preferred

Alignment to Culture and Values

• Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency

• Personal qualities of humility, capacity for self-reflection, and a sense of humor

• Discretion and ability to handle confidential issues

• Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional_ preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. _The Ford Foundation does not discriminate against formerly incarcerated individuals.

Job Type: Full-time