Partnership Administrative Officer

FHI360, Jakarta, Indonesia

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
5 years
Closing Date for Applications: 
25th January, 2020

Job Description

Project Summary:

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology– creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 50 countries, all 50 U.S. states and all U.S. territories.

FHI 360 is currently recruiting for the position of Partnership Administrative Officer for MADANI, USAID’s civil society support initiative that began in March 2019. The project focuses on developing the capacity of civil society organizations (CSOs) to increase accountability and tolerance at the district level. Provinces of intervention will include West Java, East Java, Central Java, Banten, West Kalimantan, and South Sulawesi.

Job Summary
The position is responsible for providing technical and administrative aspects of the project’s cost share in support of its goals and objectives. He/she ensures that the cost share and its processes are managed according to policies and standards. He/she supports in the compliance by potential cost share partners in time and content of cost share correspondence, communications, and products. Works closely with others for the delivery of cost share requirements and seeks to integrate actions and plans with program strategies.

The Partnership Administrative Officer will work as part of the Finance and Administration Team under the leadership of Finance Manager to manage cost share-related aspect with many different stakeholders, such as local governments, CSOs, private foundations/charity, private sectors, and many others. The Officer will serve as a focal point for MADANI on cost share.

The position will be based in Jakarta, Indonesia.


Operational Duties:

  • Provide support to the technical and program staff/team on cost share documentation aspect, including develop, maintain, and update a comprehensive electronic and paper filing system on cost share partners;
  • Coordinate and work closely with the field-based coordinators on local potential partners for cost share;
  • Assist technical team with routine project management related to cost share;
  • Work closely with MEL Team to ensure the partnership/collaborations as well as its cost shares funds generated are well tracked and documented for outreach and lesson learned purposes;
  • Serve as point of contact for all cost share related issues for the project.

Financial Duties:

  • Prepare and develop cost share budget, justification, and letter of commitment;
  • Negotiate cost share commitments from potential partners;
  • Work closely with the Finance and Administration team on managing cost share, i.e., administering, documenting, verifying, and reporting cost share items;
  • Prepare monthly cost share reports and ensure proper backup documentation are obtained, filed and properly reported;
  • Prepare summary of cost share;
  • Perform other duties as assigned.

Education: Bachelor’s degree in relevant subject, i.e., Accounting, Finance, Business Administration and/or related fields


  • A minimum of 5 years of full-time Professional experience in financial management and administration preferably in a non-profit setting (development organizations/NGOs - both international and/or domestic);
  • Experience in managing cost share;
  • Familiarity with USAID’s cost share rules and regulations;
  • Excellent written and oral communication skills in English and Bahasa Indonesia required;
  • Ability to meet deadlines with strong attention to consistency, detail, and quality;
  • Able to work independently and on a team;
  • Ability to travel within country if needed.


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