SKALA Panel – Event Support Specialist

Location: Jakarta, Indonesia
APPLICATION CLOSE: 18 July 2025, 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, 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 Asia Pacific
At DT Global Asia Pacific, we aim to positively impact people’s lives through delivery excellence. As a leading implementing partner across Asia and the Pacific, we co-create locally led solutions in partnership with governments, communities, and stakeholders. We bring together talented teams and deep regional expertise to deliver initiatives that promote inclusive economic growth, essential services, and resilient, secure communities. With over 1,500 staff, experts in 22+ countries and more than 60 years of development experience, we tackle complex community, national and transnational challenges — from governance and justice systems to climate resilience, infrastructure and social equity — with innovative thinking and a commitment to long-term impact.

For more information, please see www.dt-global.com 

The Role
The event support specialist panel under the Event Support team aims to support the implementation of SKALA activities. This position works within the Event Support Unit to provide effective administrative, operational, and financial management support to organise/coordinate various SKALA-supported events and that they are compliant with all relevant policies and procedures

Please note as this position is subject to the use of needs so the claimed input days will align with the task assignment.

Click on the link or copy paste it to access the full Terms of Reference for this position: 

https://tinyurl.com/3fuxcmjp

About You

Specific Responsibilities

Under general guidance from Event Support Manager and the Event Support Coordinator, 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 requests 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.

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

• Minimum Diploma III in a relevant field (administration, event management, finance, or related discipline). Bachelor’s degree preferred.
• Demonstrated minimum 2 years experience in logistics, administrations, procurement and event management (planning, budgeting, coordination, and execution)
• 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.
• Sound interpersonal skills and negotiation skills.
• Active communication style and fluent in Bahasa Indonesia. Proficiency in English is preferable
• 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 18 July 2025, 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.