East Java Operations Officer: Drive Program & Logistics

Palladium: Make It Possible; Indonesia; On-site; IDR 216,000,000 - 360,000,000; Full time

Job summary

Palladium is seeking an Operations Officer to support the INOVASI program in East Java, Indonesia. You will assist with day-to-day program support, administration and office management, procurement and event coordination, including travel arrangements for national and international advisers.

You will work under supervision of the Provincial Manager and collaborate with Jakarta-based staff to ensure compliant and efficient operations across the province.

Qualifications

• Minimum of 4 years of experience in program assistance and operations, especially in support function of events, travel, procurements and program activities.
• High level of attention to detail and accuracy and ability to effectively address multiple tasks and managing record archives.
• Experience working with donor-funded programs, government officials and stakeholders.
• Proven track record in office management systems and procedures.
• Able to use technology effectively to support the operations of a large program or organisation.
• High level proficiency in Word, Excel, PowerPoint and web browsers.
• Good interpersonal skills, including in a cross-cultural context.
• Fluent Bahasa Indonesia, proficiency in English is an advantage.

Responsibilities

• 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.
• Work closely with the Activity, Operations team and program team to ensure that activity arrangements are prepared in timely and compliant with applicable Palladium and DFAT regulations and policies.
• Collaborate and active coordination with the Provincial Finance Team to facilitate efficient, accurate, and compliant planning for activity advances, vendors, and meeting participants, ensuring proper accountability.
• 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 and 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.

Skills

Event coordination

Procurement

Office management

Travel planning

Attention to detail

Stakeholder engagement

Cross-cultural communication

English proficiency

Tools

Word

Excel

PowerPoint

Job description

Palladium is seeking an Operations Officer to support the INOVASI program in East Java, Indonesia. You will assist with day-to-day program support, administration and office management, procurement and event coordination, including travel arrangements for national and international advisers.

You will work under supervision of the Provincial Manager and collaborate with Jakarta-based staff to ensure compliant and efficient operations across the province.