INOVASI 3 - Operations Officer West Java

Duration: 12-months with possibility of extension
Location: Cirebon, West Java, with travel to other INOVASI areas as necessary
This position is open to Indonesia nationals and permanent residents with authority to live and work in Indonesia. This is a full-time national position.
About Palladium
Palladium is a global development and consulting firm, part of the GISI Consulting Group, working alongside some of the world’s leading project management and engineering organisations. We partner with governments, businesses, investors and communities to design and deliver complex programs that create lasting impact. With a presence across more than 90 countries, Palladium offers the opportunity to work on meaningful challenges, alongside talented colleagues, in environments where your work can truly make a difference.
Background
Indonesia’s Vision 2045 sets the goal for Indonesia to transition from a resource-based economy towards an advanced service, technology, and knowledge-based economy by the centenary of its independence (2045). The 2025-2045 National Long Term Development Plan emphasises the urgency of Indonesia’s human resource development to fully realise 2045 goals.
Faced however with persistent low student performance that is emblematic of a learning crisis, significant improvement in student learning will be required to reach Indonesia’s 2045 goals. Government of Indonesia (GoI) has started an ambitious program of education reforms. Successive education ministers have set out to modernise the education system through reforming the national curriculum and teaching and assessment approaches, to produce citizens with strong foundational skills, open minds, and inclusive values.
Australia is a long-term supporter of the Indonesian basic education sector, with continuous investments supporting education quality improvements for the past two decades, including through the INOVASI program (Phase 1 2016-2020; Phase 2 2020-2023) that focused on supporting acquisition of literacy and numeracy foundational skills in early grades classrooms; exploring local problems and solutions; and generating evidence to inform government policy development and practices.
This third phase of INOVASI (2024-2027) builds upon the existing program’s approach and lessons learned and takes the focus on the development of foundational skills through to the end of the primary grades. Phase 3 will engage with priority issues of Australia’s development policy: gender equality, effective inclusion of children with a disability, responses to the climate change challenge in education. It will focus on the challenge of policy implementation and the gaps that exist between national policies and practices at district and school levels, and use the well attested-success of INOVASI’s local problem-based approach to continuously support policy development for effective fit between policy and implementation context.
The Program is implemented by Palladium on behalf of DFAT.
Purpose of the position
Under the supervision of Provincial Manager, and in close technical coordination with the Operations Manager in Jakarta, the Operations Officer will support the provincial team in carrying out day-to-day activities in the area of program support, administration and office management, event management, procurement, and information management.
Primary Responsibilities
Under the direction of the Provincial Manager, and in close technical coordination with the Operations Manager and Operations Coordinators at the National Office, the Operations Officer will be responsible for:
Activity Support:
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, 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.
Participate actively in staff meetings and management meetings, take notes and minutes at key program meetings when requested.
Oversee the use of operational consultants and resources persons, and provide direction, capacity building or advice in order to ensure their use in province is effective.
Procurement:
In collaboration with the Procurement and Grants Coordinator, support the procurement of goods and/or services related to activities/events with any external parties, such as workshop and meetings, including but not limited to contact with catering, event organizer, and other vendors involved.
In charges for the day-to-day procurement process, conduct the market survey to the supplier, prepare selection document, bid analysis, purchase/task order and other related documents as required in procurement process, and ensure all procurement documents are completed and it is uploaded and save in timely manner on online data management (SharePoint).
Ensure all goods and services are procured with Value for Money (VfM) principles, and each step of procurement process and any technical specifications are understood and complied, on-time and in-line with DFAT and Palladium/INOVASI Procurement rules, guideline and policies.
In coordination with procurement team, identify and select preferred suppliers, conduct market research, negotiate with suppliers, update the database of preferred suppliers if needed;
In coordination with procurement team, process and maintain compliance documentation for all preferred vendors; regularly manage the annual process of reviewing and approving corporate rate / price adjustments for preferred supplier.
Prepare and complete supporting documents for invoices from provincial suppliers and/or subcontractors and provide procurement documents based on the completion of procurement activities both in hard copies and soft copies and ensure that all approvals are available, and records are safely secured.
Ensure timely and safe delivery of goods and services as ordered; provide goods-received-note for received goods.
Uphold Palladium’s policy of Zero Tolerance on bribery and corruption, and ensure due diligence is followed.
Administration and Office Management:
Ensure all administration functions, processes, and system implementation in INOVASI office are in-line with Palladium and Project’s manual, guidelines, and policies.
Lead in the day-to-day maintenance of the INOVASI office and its facilities, including ensuring an effective and safe working environment, oversee the cleaner to ensure rooms are clean and tidy, coordinate security services for the building, staff amenities, furniture and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, IT support services.
Be the first point of contact for visitors to the INOVASI office,
When needed, be the focal point and manage all aspects of INOVASI program travel in provincial level, including accommodation bookings, transport, travel request including its safety and logistic.
Supervise the office helper, and driver, including performance management, timekeeping, scheduling and logistics when necessary.
Provide administrative support to HR team at provincial level in managing personnel leave tracker, insurance and communication arrangements, mobilization, and recruitment arrangement, including meeting interviews and travel.
Ensure accurate and efficient management of registration, tracking, and filing of incoming and outgoing correspondence, vehicle log sheets, petty cash purchase forms, travel requests, guarantee letters, workplace inspection records, Program Activity Budget (PAB), asset checks and other administrative documents. of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databases.
Maintain office asset register regularly and ensure all receipt document needed is available in assigning assets to employees and whenever assets are returned. Ensure office asset register and asset receipt & return register is always accurate, up to date, and in coherence with national asset register managed by Office and Admin Coordinator in INOVASI national office.
Act as provincial office Safety and S

Work arrangement
Yes