Officer – Event Support NTT (Consultant)

Location Kupang, Indonesia
APPLICATIONS CLOSE – 28^th April 2024, 5 PM Jakarta Time

Officer – Event Support – NTT (Consultant)
(Up to a 6-month STA contract, with the option to extend or convert to a fixed-term contract based on SKALA needs)

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, Tanagh 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
This position works closely with Lead – NTT and the rest of the NTT team members to ensure that the program team receives effective administrative, operational, and financial support and that activities that covers NTT Province run smoothly and accordance with all 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/bdzx6et2

About You

Specific Responsibilities

Under general guidance from Lead – NTT, the position will be accountable to the Provincial Office Coordinator for the following:

Procurement

• In consultation with the Procurement Unit, responsible for supporting the procurement of goods and services for relevant program teams/units in line with SKALA policies and procedures.
• Supporting the identification and selection of the most appropriate suppliers to fulfil purchase requests, raising efficiency and achieving greater cost effectiveness.
• Ensure all required documentation to complete the procurement process is in place.
• Assist prepare relevant documentation required to complete the procurement process, specifically: quotations; summary bidding; relevant agreement.   

Workshops/events

• In consultation with relevant program team/units and Finance Unit, develop workshop/event budgets and approvals.
• Provide general and logistics support to relevant program team/unit to conduct events Including registration of event attendees with required details. Maintain and update SKALA Activity Management Application (SAMA) by reviewing participant details, registering participant to specific events, uploading event specific documents etc.
• Prepare advance requests and cash advance acquittal associated with conducting workshops/events.
• Ensure payments for participants, resource persons, and all other payments related to workshops/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

Finance

• Oversee the processing of relevant supplier invoices in accordance with relevant policies and procedures.
• Prepare payment request and supporting documentation and ensure timely payment to all suppliers.

Other Duties:

• Assist both Provincial Office Coordinator and Provincial Finance Coordinator in their day-to-day responsibilities in the areas of secretarial services, review of payment requests, filing, travel/event related bookings, office maintenance, and managing vendors/service providers.
• 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

Deliverables

1. Logistic arrangements for event support in accordance with the RAB and carried out on time.
2. Prepare activity reports accurately and on time.

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. Travel is based on need.

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.

Selection Criteria

Essential

1. Minimum Diploma III in relevant field of administration, finance, or accounting.
2. Minimum 2 years experiences in logistics, administrations, procurement and/or event management.
3. Strong communication skills and interpersonal skills, including negotiation skills.
4. Must be strongly details oriented and show patience and determination to explore the problem and all its elements until the reasoning has been found so that it can be resolved accurately.
5. Active communication style and fluent in Bahasa Indonesia and English (preferable)
6. Understanding of gender equality, people with disability and social inclusion issues.

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 – 28^th April 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.