Officer – Event Support

Location: Jakarta, Indonesia
APPLICATIONS CLOSE Monday, 25^th of November 2024, Max 5 PM Jakarta Time.

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 (Kaltara), 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 Gender Equality, Disability and Social Inclusion (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 Manager – Event Support and Coordinator – Event Support to ensure that the program team receive effective administrative, operational, and financial support and that activities run smoothly and are compliant 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/32dv9hks

About You

Specific Responsibilities

Under general guidance from Manager – Event Support and Coordinator – Event Support, the position will be responsible 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.
• Engage with suppliers and service providers to confirm requirements and manage relationships, ensuring compliance with SKALA policies and procedures. 

Workshops/events

• In consultation with relevant program team/units and Finance Unit, develop workshop/event budgets and approvals.
• Prepare advance requests and cash advance acquittal associated with conducting workshops/events.
• Provide general and logistics support to relevant program team/unit to conduct 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
• Coordinate participant registration, venue arrangements, and transportation logistics, ensuring seamless execution of events.
• Oversee event setup and dismantling, troubleshoot logistical issues, and provide hands-on support to ensure smooth event operation.

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.
• Process payments for participants, speakers, and vendors in alignment with SKALA financial policies, and ensure accuracy and timely submission of all finance-related documentation.

Other Duties:

• Act as a liaison between program teams, vendors, and external partners, ensuring clear communication, schedule alignment, and rapid response to changing requirements.
• 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. Travel is based on need (occasional travel).

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 a relevant field (administration, event management, finance, or related discipline). Bachelor’s degree preferred.  
2. Demonstrated some experience in logistics, administrations, procurement and event management (planning, budgeting, coordination, and execution).
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 selection criteria

APPLICATIONS CLOSE Monday, 25^th of November 2024, Max 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.