Operations Support Officer

Background

INOVASI 3 is a partnership program between the Indonesian Government and the Australian Government aimed at improving the quality of student learning outcomes in basic skills (literacy, numeracy, and character) through the implementation of inclusive policies and practices in basic education. INOVASI 3 is a continuation of the INOVASI 2 program, which will be carried out in 6 provinces (West Java, East Java, North Kalimantan, Maluku, West Nusa Tenggara, and East Nusa Tenggara) from 2024 to 2027. The strategy in INOVASI 3 focuses on strengthening the education ecosystem by providing inclusive education services, guided by principles such as PDIA (Problem-Driven Iterative Adaptation), TWP (Thinking Working Politically), collaboration, locally led, diversity, inclusion, and evidence-based approaches.

East Java Province is one of the regions covered by the INOVASI 3 Program, which aims to strengthen the education ecosystem in East Java. INOVASI Jatim has collaborated with various stakeholders, including UPT Kemdikbudristek (BBGP, BBPMP), the Ministry of Religious Affairs Regional Office, BDK (District Education Office), and the East Java Provincial Government (Provincial Education Office, Bappeda, and Biro POD Setda), as well as Teacher Training and Education Institutes (LPTK). Additionally, there are collaborations with the Sidoarjo District Education Office to support the implementation of the Merdeka curriculum and with the Batu City Education Office for the PPKSP-PUSPEKA pilot program. At the provincial level, ongoing support includes the establishment of the Provincial Learning and Development Unit (ULD) through collaboration between the East Java Provincial Education Office, the Inclusion Working Group (Pokja Inklusi), and BBPMP East Java. Furthermore, efforts to strengthen the implementation of IKM-BK (School-Based Management) involve collaboration between BDK East Java and the Ministry of Religious Affairs Regional Office in East Java.

Referring to the above, there are numerous activities at INOVASI East Java. However, there is only one staff member assisting with operations (Finance and Admin Officer). Their responsibilities include financial administration, participant payments, procurement processes, office operations, meeting administration, travel staff support, hotel reservations, flight tickets, and more. Given the increasing number of these activities, additional personnel are needed to assist Finance and Admin Officer to support smooth program and operational processes.

Purpose of the position: Under the supervision of Finance and Admin Officer and Provincial Manager, the STP-Operations Support Officer will support the provincial team in carrying out day to day activities in Finance and administration

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Working with childr

enIs this position likely to come into contact with children Yes

No
Duties: Under the direction of Finance and Admin Officer & Provincial Manager, the STP- Operations Support Officer wi

1. ll:Assist in maintaining and updating administration filing system (hardcopy & softco
2. py)Assist in preparing payment transactions including create draft of Payment Request Approval (PA
3. F).Assist in preparing draft of monthly finance report such as Aging Report, Tax recapitulation, BRV and foreca
4. st;Assisting in verify all transaction from vendor and INOVASI sta
5. ff;Ensure accurate and efficient management of softcopy files and records of Finance supporting documen
6. ts;Assist with office scanning, photocopying and fili
7. ng;Ensure the completeness of financial transaction for audit purpos
8. es;Ensure all administration functions, processes and system implementation in INOVASI office are in-line with Palladium and Project's manual, guidelines, and polici
9. es;Assist 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 servic
10. es;Assist all aspects of INOVASI program travel in provincial level, including accommodation bookings, transport, travel request including its safety and logistic. Provide operational support to visiting consultants and program visito
11. rs;Assist to supervise the office helper, cleaner, and drivers, including performance management, timekeeping, and scheduli
12. ng;Ensure accurate and efficient management of correspondence, invitations, files, records and all its hard and soft copy filling system, include softcopy filling management on SharePoint, and also contact databas
13. es;Assist procurement process, conduct the market survey to the supplier, prepare selection document, 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 (SharePoin
14. t);In coordination with Finance and Admin Officer, to assist identify and select preferred suppliers, conduct market research, negotiate with suppliers, update the database of preferred suppliers if need
15. ed;Prepare and complete supporting documents for invoices from 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 secur
16. ed;Assist to maintain office asset register 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 Offi
17. ce;Assist to provide logistic and operational support for Program Team in arranging meetings, events, workshops, including venue, accommodation, transportation, catering, and other tasks as requir
18. ed;Other operational tasks as may be needed by the Provincial Manager, including providing support to other provinces as need
19. ed;Coordination with Finance and Operations Officer to support INOVASI team with travel, accommodation bookings, transport, cateri
20. ng;Other duties as may reasonably be required by the Finance and Admin Officer or Provincial Manager with the incumbent's qualifications and experien

ce.
Qualifications and Experience: STP Operations Support Officer will possess the following qualifications and experie

• nce:Minimum of 5 year of experience in Administration, Financial Management, Accounting Management, Indonesian taxation and reporting practi
• ces.High level proficiency in Word, Excel, PowerPoint and web brows
• ers;Able to use technology effectively to support the operations of a large program or organisat
• ion;Proven track record in finance management systems and procedu
• res;Good interpersonal skills, including in a cross-cultural cont
• ext;Fluent Bahasa Indonesia and some proficiency in English (preferr