Event Support Manager

Job Brief

Location Jakarta, Indonesia

Ad Title Event Support Manager
Program Background The SKALA Program is a significant Australian investment designed to help Indonesia address regional disparities in development. SKALA will contribute to this objective by strengthening selected elements of Indonesia’s large and complex decentralised government system responsible for the delivery of basic services (Layanan Dasar). The SKALA Program’s core approach is to facilitate better collaboration (Kolaborasi) between Indonesian government stakeholders, at national and subnational levels, to help realise synergies (Sinergi) that will trigger improved service delivery. Moreover, SKALA will build on, and take to scale, the successes and learning from Australia’s previous 19 years of support to Indonesia’s decentralised government system. The SKALA Program is to be implemented through the following three pillars:

• Pillar 1: Stronger national level enabling environment for sub-national service delivery
• Pillar 2: Better sub-national governance for service delivery
• Pillar 3: Greater participation, representation and influence for women, people with disabilities and vulnerable groups

SKALA is implemented at the national level with an office in Jakarta and at the subnational level with offices in Aceh, Nusa Tenggara Barat, Nusa Tenggara Timur, Maluku, Gorontalo, Kalimantan Utara, Tanah Papua. In addition to the 3 pillars, SKALA works across 4 general themes of Public Financial Management, Minimum Service Standards, Data and Analysis and GEDSI.
About DT Global DT Global is shaping a future where sustainable development and innovation empower individuals, communities, and nations. We work in partnership with local stakeholders to foster inclusive prosperity, social equity, and environmental stewardship. Our global team of 2,500 staff and experts work in over 90 countries to solve complex problems in the peacebuilding, governance, economic development, environment, and human development sectors. With a track record of technical excellence and more than 60 years of international development experience and relationships, we deliver innovative solutions that transform lives.
For more information, please see www.dt-global.com

The Role The Event Support Manager will play a pivotal role in coordinating and overseeing all aspects of event management and coordination within SKALA. Reporting to the Procurement and Admin Lead, the Event Support Manager will be responsible for the supervision of the Event Support Unit and for close coordination with Provincial Admin Units to provide logistical and administrative support for SKALA-supported events. This position is also required to collaborate closely with relevant program teams, procurement unit, finance unit, and Senior Leadership Team for planning and delivery of events while ensuring compliance with relevant policies and procedures
Click on the link or copy paste it to access the full Terms of Reference for this position: https://tinyurl.com/bde45phw
About You Specific Responsibilities Strategic Planning for Event Support

• Coordinate and maintain a schedule for SKALA-supported events aligning with SKALAs operational capabilities.

• Fostering a culture of proactive support, initiate and/or facilitate discussions with program teams/units to anticipate their upcoming needs and coordinate the allocation of event support resources from the Event Support Unit and Provincial Admin Units.

• Monitor and evaluate the administrative and logistical management of SKALA-supported events, identify risks and seek feedback from relevant stakeholders for improving operational quality, efficiency and compliance.

• Taking a problem-solving approach, recommend changes to policies and procedures relevant to logistical and administrative management of events.

• Ensure SKALAs event management system is maintained with accurate and up-to-date data; identify challenges in using the system; and recommend relevant system changes, when needed.

Event Management

• Provide administrative and logistical support for a range of SKALA-supported events.

• When assigned, take the lead in planning and management of major SKALA events in coordination with relevant internal and external stakeholders.

• In consultation with relevant program teams/units, assist them in identifying administrative and logistical needs for specific events and help develop relevant budgets and estimates.

• Prepare advance requests and cash advance acquittal associated with conducting events.

• Ensure payments for participants, resource persons, and all other payments related to events are properly paid based on SKALA policies and procedures.

• Ensure that all documentation submitted to finance are in sequence, are accurate and complete.

• Monitor the event budget and proactively follow up on outstanding payments/acquittals

Procurement Support

• Work closely with the Procurement Unit to identify upcoming procurement needs based on anticipated schedule of events.

• Provide strategic guidance on procurement decisions, including supplier selection and contract negotiations, to meet administrative and logistical needs related to SKALA-supported events.

• Responsible for administrative management of Panel of Event Organisers including identifying suitable event organisers from all SKALA locations, management of Service Orders, and performance assessment.

Financial Management Support

• Oversee the financial management of SKALA-supported events, ensuring compliance with SKALAs policies and procedures, as well as DFAT requirements.

• Review the expenditure and cash flow forecast for SKALA events in Jakarta and provincial locations.

People Management

• Provide leadership to Event Support Unit to ensure program activities are undertaken as per work plan, on time, of good quality, within budget and compliant with relevant manuals, policies and procedures.

• Responsible for setting performance goals for the Event Support Unit both at the team and individual levels; undertaking regular performance monitoring; providing appropriate performance feedback; and, if needed, initiating and managing the Performance Improvement Plan for relevant team members.

Other Duties:

• Comply with DFAT, DT Global and SKALA policies on gender, disability, fraud and anticorruption, child protection, PSEAH and the environment.

• Ensure compliance and adherence to various operational policies, guidelines and manuals issued by DT Global and SKALA.

• Proactively identify and report risks and manage risks within your level of accountability.

• Undertake other duties as required by the Program.

Job Requirements

• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

• Work may require long, and flexible hours as needed.

• Work may involve frequent travel within Indonesia (as needed).

Relationship Management This position will work closely and effectively with a range of stakeholders, including all other Program staff, the DT Global corporate team and other external service providers. While the position will report to Procurement and Admin Lead, the position will act as the Line Manager for members of the Event Support Unit.
Selection Criteria

• Tertiary academic qualifications in management, finance, accounting or other relevant fields.

• Demonstrated experience (minimum 8 years) working within the event management sector including event and logistical planning, budget development, and event delivery. Experience in leading the delivery of major and complex events at the national level will be considered an asset.

• Knowledge and understanding of event management requirements for government ministries. Familiarity with DFAT policies and procedures will be an advantage.

• Network and knowledge of suppliers and vendors relevant to event management.

• Experience in managing a large team, including resource management.

• Excellent communication, coordination, and leadership skills.

Remuneration
Successful Indonesian nationals will be engaged under a national contract in IDR and will be subject to Indonesian employment regulations and tax obligations.
HOW TO APPLY
Click the Apply Now button.
Please submit
1) Your CV
2) A cover letter addressing the essential selection criteria (maximum 2 pages)
APPLICATIONS CLOSE – 27th March 2024, 5 PM Jakarta time.

Should this role be of interest, we encourage you to apply as soon as possible. Kindly note only shortlisted applicants will be contacted. DT Global is committed to child protection and safeguarding the welfare of children in the delivery of our international development programs. We are committed to Safety and the Prevention of Sexual Abuse and Harassment (PSEAH), and bribery prevention. DT Global is an equal opportunity employer and we encourage women, men, people with diverse backgrounds and people living with disabilities to apply. This program is funded by the Australian Government and Managed by DT Global.