INOVASI 3 - NTT, Operations Officer

INOVASI 3 - NTT, Operations Officer

Project Overview and Role:

Indonesia’s Vision 2045 sets the goal for Indonesia to transition from a resource-based economy towards an advanced service, technology, and knowledge-based economy by the centenary of its independence (2045). The 2025-2045 National Long Term Development Plan emphasises the urgency of Indonesia’s human resource development to fully realise 2045 goals.

Faced however with persistent low student performance that is emblematic of a learning crisis, significant improvement in student learning will be required to reach Indonesia’s 2045 goals. Government of Indonesia (GoI) has started an ambitious program of education reforms. Successive education ministers have set out to modernise the education system through reforming the national curriculum and teaching and assessment approaches, to produce citizens with strong foundational skills, open minds, and inclusive values.

Australia is a long-term supporter of the Indonesian basic education sector, with continuous investments supporting education quality improvements for the past two decades, including through the INOVASI program (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supporting acquisition of literacy and numeracy foundational skills in early grades classrooms; exploring local problems and solutions; and generating evidence to inform government policy development and practices.
This third phase of INOVASI (2024-2027) builds upon the existing program’s approach and lessons learned and takes the focus on the development of foundational skills through to the end of the primary grades. Phase 3 will engage with priority issues of Australia’s development policy: gender equality, effective inclusion of children with a disability, responses to the climate change challenge in education. It will focus on the challenge of policy implementation and the gaps that exist between national policies and practices at district and school levels and use the well attested-success of INOVASI’s local problem-based approach to continuously support policy development for effective fit between policy and implementation context.

The Program is implemented by Palladium on behalf of DFAT.

Primary Duties and Responsibilities:

Purpose of the position:

Under the supervision of Provincial Manager, the Operations Officer will support the provincial team in carrying out day to day activities in the area of program support, event management, procurement, and information management.

Working with children
Is this position likely to come into contact with children? Yes No

Duties: Under the direction of the Provincial Manager, and in close technical coordination with the operations coordinators at the National Office, the Operations Officer will be responsible:

• Plan and coordinate all logistical aspects of provincial events and activities in coordination with the provincial program team, including budget preparation, invitations and follow up on confirmation of participation and resource persons and ensure that they receive needed information.
• Maintain contact and coordination with provincial government and non-government partners and keep the provincial INOVASI office in the loop of events and/or developments.
• In collaboration with the Procurement and Grants Specialist, support the procurement of goods and/or services related to activities/events with any external parties, such as workshop and meetings, including but not limited to contact with catering, event organizer, and other vendors involved.
• In charges for the day-to-day procurement process, conduct the market survey to the supplier, prepare selection document, purchase/task order and other related documents as required in procurement process, and ensure all procurement documents are completed and it is uploaded and save in timely manner on online data management (SharePoint).
• Ensure all 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/INOVASI Procurement rules, guideline and policies.
• In coordination with procurement team, identify and select preferred suppliers, conduct market research, negotiate with suppliers, update the database of preferred suppliers if needed;
• Prepare and complete supporting documents for invoices from provincial suppliers and/or subcontractors 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.
• Ensure timely and safe delivery of goods and services as ordered; provide goods-received-note for received goods.
• Work closely with the operations team to ensure that activity arrangements are prepared in timely and compliant with applicable Palladium and DFAT regulations and policies.
• Arrange meetings, the preparation of expenses, and other admin reports, travel, materials, archiving of materials, update calendars, follow-up on recommended actions, handle receipts, advances, and approval processes.
• Organize, schedule, and prepare for meetings for Jakarta-based staff with key people and partners at the provincial level.
• Support INOVASI team with travel, accommodation bookings, transport, catering, including for national and international advisers.
• Ensure accurate and efficient filing management including but not limited to correspondence, invitations, databases of contacts, compile and upload signed/approved final version of program activity budget and program activity concepts to SharePoint,,and other relevant program activity records.
• Participate actively in staff meetings and management meetings, take notes and minutes at key program meetings when requested.
• Uphold Palladium’s policy of Zero Tolerance on bribery and corruption, and ensure due diligence is followed.
• Oversee the use of operational consultants and resources persons, and provide direction, capacity building or advice in order to ensure their use in province is effective.
• Other operational tasks as may be needed by the Provincial Manager, including providing support to other provinces as needed.

Required Qualifications:

The Operations Officer will possess the following qualifications and experience:

• Minimum of 4 years of experience in program assistance and operations, especially in support function of events, travel, procurements and program activities.
• High level of attention to detail and accuracy and ability to effectively address multiple tasks and managing record archives.
• Experience working with donor-funded programs, government officials and stakeholders.
• Proven track record in office management systems and procedures.
• 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.
• Good interpersonal skills, including in a cross cultural context.
• Fluent Bahasa Indonesia, proficiency in English is an advantage.

Application closed on Tuesday, March 19 2024 at 11.59 PM (Jakarta time)

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 worlds 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, peoples 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.