AlamatPurpose 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.
