SKALA Panel – Event Support Specialist

Location Jakarta, Indonesia

APPLICATIONS CLOSE – 5^th March 2024, 5.00 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

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 specialist panel under the Procurement and Admin 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.

Specific Responsibilities

1.  Procurement

• Support the SKALA Procurement Unit for procurement of goods and services specific to relevant events in line with SKALA policies and procedures. This includes –
  • Identify the goods/services required for implementation of the specific event and provide all required documentation to initiate the procurement process.
  • Support the identification and selection of the most appropriate suppliers.
  • Assist collating the relevant documentation required to complete the procurement process.

      2.  Workshops/events

• In consultation with relevant program team/units, develop event specific budgets.
• 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.  
• Calculate payments for participants, resource persons, and all other payments related to events based on SKALA policies and procedures.
• Compile all documentation required for processing payments and submit those to Finance Unit in sequence.
• Monitor the event budget and proactively follow up on outstanding payments/acquittals.

3.  Financial Management

• Prepare payment request and supporting documentation and ensure timely payment to all relevant suppliers.

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).  

Deliverables

• Logistic arrangements for event support in accordance with the budget and carried out on time.
• Prepare activity reports accurately and on time.

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

1. Minimum Diploma III in relevant field of administration, finance, or accounting. 
2. Minimum 2 years working experience in logistics, administrations, procurement and/or event management.
3. Must have attention to detail and problem-solving attitude.
4. Sound interpersonal skills and negotiation skills.
5. Active communication style and fluent in Bahasa Indonesia. Proficiency in English is preferable.
6. Understanding of gender equality, people with disability and social inclusion issues.

Key Information

Applicants identified as suitable following assessment of relevant skills/expertise and a formal due diligence process, will be formally engaged as panel member for a period of up to 2 years. It is important to note that appointment to the panel does not constitute a commitment of paid engagement.

Whenever there is task/work requiring relevant skills/experience, SKALA will identify suitable candidates from the panel and engage him/her with a specific Service Order and detailed Terms of Reference.

HOW TO APPLY

Download and complete the “Response to the Selection Criteria form (Excel file)” by clicking on this link. http://tinyurl.com/4uwfn7cd

Please click on the ‘Apply’ button and submit 

1.      Your CV – including two names and contact details of referees.

2.      A cover letter addressing the essential selection criteria (maximum 2 pages) 

Should you have any technical issues in uploading your documents, please submit to email:recruitment@skala.or.id 

   
APPLICATIONS CLOSE – 5^th March 2024, 5.00 PM, Jakarta time 
   
Applicants for this panel will be considered on a rolling basis. Interested candidates are strongly encouraged to submit their applications early.