Palladium - INOVASI Project Job Vacancy: Operations Manager, Jakarta - Indonesian

Company Overview
Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview
The Governments of Australia and Indonesia are partnering through INOVASI, an education program which aims to find out how to improve literacy and numeracy for Indonesia’s students. Funded by the Australian Government in partnership with the Indonesian Ministry of Education and Culture (MoEC), INOVASI is a subnational education program with a budget of AUD 49 million, which started in January 2016 and will run until 2019. It focuses on understanding and tackling learning challenges, particularly those related to literacy and numeracy skills, at the heart of the education system— in the classroom and the school (including madrasah). Nusa Tenggara Barat (NTB) is INOVASI’s first partner province that began implementation in early 2017. Three more partner provinces (NTT – Sumba Island, East Java and North Kalimantan) have begun implementation in mid-2017.

INOVASI will use a new approach to focus on what works in classrooms and schools. It will work with teachers, principals and local officials to identify what problems need to be solved to help students learn better and find out the best way to solve these problems by jointly piloting either (i) local solutions or (ii) practices successfully trialled elsewhere which are adapted to the local context. INOVASI will evaluate these pilots to see which are successful in improving student literacy and numeracy. The pilot activities will focus on student learning and classroom teaching. The three areas of focus are: 1) Strengthening the quality of teaching and learning in the classroom; 2) Improving the support provided to teachers so they can teach better; and 3) Enabling all children in the classroom, particularly girls and children with disabilities, to reach their potential in learning INOVASI is managed by Palladium on behalf of the Department of Foreign Affairs and Trade (DFAT).

Purpose of the Position:
The Operations Manager  will be responsible for providing strategic leadership and management of the national and provincial Operations teams to ensure that project implantation flexible to responding to changing program requirements and in line with Palladium, DFAT, and GOI regulations.

Duties: Under the direction of Deputy Program Director, Operations, the Operations Manager will:
  • Manage and oversee the program’s operational units, including HR, Procurement, Finance, Grants, IT, Administration and Program Assistant functions, including the effective management of a team of over 40 national and sub-national operational staff;
  • Oversee and supervise INOVASI Operations Coordinators and other Operations staff as needed, provide guidance and support to the Operations Coordinators and Operations teams as needed, including provincial operational teams
  • Ensure coordination between the various Operations functions at both national and provincial level
  • Provide quality oversight of the day to day operations of the INOVASI office in Jakarta and support the establishment of provincial and district offices as required;
  • Review, approve and provide quality assurance of regular daily operational transactions, including but not limited to: payment transactions, procurement and grants contracts, evaluation forms, guarantee letters, recruitment contracts, note to files, etc. and authorise Program Activity Budgets when required.
  • Under the direction of the Deputy Director, Operations, and in coordination with Operations Coordinators, lead in reviewing and updating the Program Operations Manual and other strategic operational documents to ensure clear operational guidance to to program teams. Ensure operational systems and procedures are reviewed and updated as necessary to ensure continuous quality improvement;
  • Establish, review, and provide training to INOVASI staff or partners in operational processes and procedures in accordance with relevant Palladium and DFAT requirements and principles, including Commonwealth Procurement Rules, Value for Money, financial management, accounting, fraud control and audit requirements;
  • Ensure financial management systems and procedures are in place to facilitate monitoring and reporting of funds, maintain audit compliance, and program delivery within budget, including supporting fincial tracking, approving Field Voucher submission and Funds Transfer Requests;
  • Establish and oversee HR systems which ensure effective planning, recruitment, management, and capacity development of program staff;
  • Supervise and ensure value for money and compliance in contracting, procurement and management of grantees, sub-contractors, and other service providers;
  • Supervise and ensure administrative functions are running smoothly, including office management, travel and accommodation and transport, and asset management.
  • Supervise a team of national Program Officers/Program Assistants, ensure the PO/PA work in coordinated way and provide support to INOVASI Program teams. Confirm the distribution of tasks among the PO/PA, and provide guidance to the team when needed.
  • Establish operational controls, spot checks and inspections to ensure no misuse of program funds it taking place. Report, investigate and follow up on any detected or suspected misuse of funds issue.
  • Ensure that the systems and procedures supporting program implementation are appropriate to the Program's needs, and are implemented in compliance with Palladium, DFAT, and GOI policies and regulations;
  • Ensure program operations are aligned with Indonesian government systems and liaise with government counterparts in the preparation of PTO, BAST, and other government of Indonesia requirements;
  • Liaise with MoEC on strategic issues related to program operations, as requested by Deputy Director, Operations;
  • Other duties as may reasonably be required by the Deputy Director, Operations consistent with the incumbent’s qualifications and experience.

Qualifications and Experience: The Operations Manager will possess the following qualifications and experience:
  • At least 10 years working on large donor-funded programs in an operations management role;
  • Demonstrated knowledge of DFAT rules and regulations and experience working across the following operational and financial disciplines: financial and budget management, project management, procurement, contracts, subcontracting, human resources and general operations and administrative management;
  • Strong experience designing program management systems and procedures for donor-funded programs;
  • Experience managing and prioritizing a high workload and multiple tasks in a fast paced environment with tight deadlines;
  • Experience in proactively identifying and addressing issues that arise in field office finance, administration and operations, and reporting issues to Senior Management;
  • Experience on bilaterally funded education programs preferred;
  • Strong understanding of  GOI systems and procedures at national and sub-national level, especially within MoEC;
  • Experience in providing training and mentoring/coaching;
  • Excellent presentation, communication and analytical skills;
  • Strong leadership and management skills;
  • Strong interpersonal skills, including in a cross cultural context;
  • Fluent in English (written and spoken) and Bahasa Indonesia. 
Palladium embraces diversity and equal opportunity in a serious way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills, and we welcome applications from all, including from female applicants and people with disability. We aim to provide a work environment which is inclusive, supportive and safe for all of our employees. The more inclusive we are, the better our work will be.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children
Due to the anticipated volume of applications, only successful candidates will be contacted. All applications should be submitted through the Palladium website.
Should you experience any issues lodging an application online please contact stating the position in the subject line.