Project Overview and Role:
Background
The Innovation for Indonesia's School Children (INOVASI) Program is a partnership between the Governments of Australia (GoA) and Indonesia (GoI). INOVASI includes Indonesia's Ministry of Education and Culture (MoEC), Ministry of Religious Affairs (MoRA), the National Development Planning Ministry (Bappenas), and sub-national partners in the provinces of West Nusa Tenggara, East Nusa Tenggara, North Kalimantan and East Java. The Program seeks to identify and support changes to education practice, systems and policy which demonstrably accelerate improved student learning outcomes. INOVASI is managed by Palladium on behalf of The Government of Australia (GOA), through the Australian Department of Foreign Affairs and Trade (DFAT), and formally started on 18 January 2016.
The eight-year program (2016-2023) supports selected government partners (sub-national and national) to identify and understand systemic problems impacting on teaching and learning outcomes in Indonesia and to develop and implement local solutions. The program has three focal areas for investigation: the quality of teaching in the classroom, the quality of support for teachers, and learning for all. Improved student learning outcomes in basic education provide the foundation for a more skilled Indonesian workforce that will drive economic growth and stability.
Primary Duties and Responsibilities:
Purpose of the Position: The Operations Coordinator will manage all aspects of administration, operations, procurement, program support, and logistical duties of the INOVASI program, including, but not limited to the areas of office & travel management, program activity/ event arrangements, procurement & logistics.
Working with children
Is this position likely to come into contact with children? ☒ Yes ☐ No
Duties: Under the direction of Provincial Manager and Operations Manager, the Operations Coordinator will: * Manage and supervise operations and administration, procurement, and program support staff including but not limited to, overseeing day-to-day work of staff, approve timesheet and leaves. The staff include Administration Officer, Program Assistant and others as directed by Provincial Manager;
- Manage all operational, program support, procurement and administration functions, processes and system implementation in INOVASI office are in-line with DFAT, Palladium and Project manual, guidelines, and policies;
- Oversee the use of Daily Administration Workers - (Adhar), and provide direction, capacity building or advice in order to ensure the Adhar use in province is effective;
- Ensure Program Assistants and Admin Officer in the province provide necessary support to program teams in the districts, including supporting the District Officers (DO) or other program team in completing payment documentation, attachments, invoices, etc;
- In charge of the overall Operations budget in province, and propose changes to Provincial Manager and Operations Manager in Jakarta in case the budget requires revisions;
- Responsible for the day to day low value procurement process, prepare related documents required from Purchase Requisition to the Selection of Supplier, and ensure that all documents are completed accordingly. Ensure that goods and services are procured with Value for Money (VfM) principles, and each step of procurement process and any technical specifications are understood and complied, on-time and in-line with DFAT and Palladium Procurement rules, guideline and policies;
- In coordination with Procurement Jakarta Team, assist in the identification and selection of preferred suppliers, conducting simple market research, negotiation with suppliers, management and updating the database of preferred suppliers;
- In coordination with Procurement Jakarta Team, assist in management of blanket purchase agreement and the issuance of task order as requested; support the completion of documents and approvals as required;
- Prepare and complete supporting documents for invoices from suppliers and/or subcontractor, and provide procurement documents based on the completion of procurement activities both in hard copies and soft copies and ensure that all approvals are available and records are safely secured;
- Maintain office asset register and ensure all receipt document needed is available in assigning assets to employees. Ensure office asset register is always accurate, up to date, and in coherence with national asset register managed by Admin Coordinator in INOVASI national office;
- With support from Program Assistant / Program Team and/or Procurement Team, coordinate with sub-contractors and event organizer, and support all procurement aspects of events, meetings, trainings, or workshops are well conducted and in-line with DFAT and Palladium guidelines, policies and manual. Support administrative aspects of these activities if required;
- Ensure all administrative and program support documents are archived properly on SharePoint, including PAC/Budgets, Fasda documentations, etc;
- With support from Program Assistant/Officer, manage logistical and operational assistance for Program Team in arranging meetings, events, workshops, including venue, accommodation, transportation, catering, and other tasks required;
- Supervise driver, include managing driver's performance management, timekeeping, and scheduling, and oversee the use of office vehicle and its maintenance;
- With support from Administration Officer, manage the office and administration duties including maintenance and repair of the premises as required;
- In the absence of the Administration Officer, act as Administration Officer as required;
- Other duties as may reasonably be required by the Provincial Manager and Operations Manager consistent with the incumbent's qualifications and experience.
The Operations Coordinator will possess the following qualifications and experience:
- Have experience in Procurement, Administration and Contract especially in support function of large scale of organization;
- Able to use technology effectively to support the operations of a large program or organisation;
- High level proficiency in Word, Excel, PowerPoint and web browsers;
- Fluent Bahasa Indonesia, some proficiency in English preferred;
- Sound problem solving and decision making skills;
- Ability to work independently and as a part of a team.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. A copy of Palladium's Child Protection Guidelines is available on our website: thepalladiumgroup.com/policies
Due to the anticipated volume of applications, only successful candidates will be contacted. All applications should be submitted through the Palladium website. Should you experience any issues lodging an application online please contact inovasi.recruitment@thepalladiumgroup.com stating the position in the subject line.
Company Overview:
About Palladium - Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people's lives.
Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
The Palladium Group