EQWIP HUBS

EMPLOYMENT OPPORTUNITY 

Indonesia HUBS- Operations Manager 

Location: Surabaya, Indonesia 

Project Title: EQWIP HUBS: Powering Youth Innovation for Sustainable Livelihoods 

Start: September 2015 

Status: Manager Level, contract 

Schedule: Full-time 

Salary: Competitive Salary and Benefits 

Initiative Description: 

EQWIP HUBS will be a dynamic platform of diverse actors and young people working together to develop solutions to both local and global social, economic and environmental challenges in six countries around the world. EQWIP, an innovative youth serving partnership between Canada World Youth (CWY) and Youth Challenge International (YCI) has brought together a global consortium including UN-HABITAT, TakingITGlobal (TIG) and the Education Development Centre (EDC) to collaborate on this initiative. 

Through 17 youth centered HUBS in urban areas, participatory programming will support young people in accessing a sustainable livelihood. Through the engagement of a multi-stakeholder HUB Network, EQWIP HUBS will foster a supportive and responsive enabling environment for youth livelihood activities by providing mentorship, coaching and access to capital. The HUB Network will strengthen the capacity of public and private sector stakeholders and civil society related to youth mainstreaming for policies, products and services. 

EQWIP HUBS is building a team of energetic, skilled and passionate individuals who are motivated by the prospect of exploring new and creative approaches to solving complex global challenges. 

Position Description: 

The Operations Manager, reporting to the Country Manager, will provide operations management of the HUB project across the three (3) national HUB locations, including coordination of personnel, project activities and financial and material resources. S/he will establish and maintain positive, collaborative and productive relationships with project staff and implementing partners. 

KEY RESPONSIBILITIES 

 Support the Country Manager with daily project management, contributing to project decision-making by providing input on the financial health and status of the project 

 Coordinate with headquarters to ensure appropriate financial and administrative management and compliance with donor rules/regulations 

 Identify areas of risk and take steps to reduce vulnerabilities 

 Ensure preparation and submission of financial reports, manage and monitor cash flows related to project expenses 

 Lead annual budgeting exercise and collaborate with the Country Manager and other technical team leaders to ensure program activities are in accordance with the project budget and work plan 

 Maintain and refine policies and procedures for the procurement and disposal of project goods and services, in compliance with project policies and procedures and regulations, and provide training to admin and finance staff on proper procurement procedures 

 Review, negotiate, and approve all field office contracts (including service agreements, office leases, contracts), ensuring all required contractual terms and conditions are included and obtaining the best value to the project 

 Oversee the process for renewing local hire employment contracts on an annual basis, ensuring annual performance reviews are completed and employment contracts renewed on time 

 Lead the process for the recruitment of local staff, including review of job descriptions, salary negotiations, and contract development 

 Provide guidance to supervisors on recruitment procedures, promotions, and performance management 

 Develop and manage an online timesheet management system for local project staff 

 Oversee local company registration requirements and ensure EQWIP maintains compliance with evolving local regulations (e.g. taxation, employment/labour, etc.) 

 Ensure security guidelines and procedures are established, maintained, updated regularly and adhered to by the project teams. Monitor the security situation along with senior management and communicate procedures to staff 

 Perform other duties as delegated by the Country Manager 

ESSENTIAL QUALIFICATIONS 

 Bachelor’s degree in finance, accounting, business or related field 

 5 to 7 years of demonstrated experience with mid-level management responsibilities for finances, procurement, human resources, and contracts 

 Experience providing management and oversight of field office operations, especially across central and satellite offices 

 Demonstrated ability to lead a team and manage, motivate and mentor staff at all levels to create a positive team environment 

 Strong knowledge of generally-accepted accounting and procurement practices 

 Demonstrated ability to manage and prioritize multiple tasks with competing deadlines 

 Strong diplomatic, interpersonal, communication and presentation skills required 

 Advanced-level knowledge of Microsoft Excel, and basic functional knowledge of QuickBooks or other field accounting software packages preferred 

 Strong verbal and written English skills required 

 Applicant must be citizen of Indonesia 

Deadline to apply: Friday, September 11, 2015 at 5pm EST. Applications will be considered upon submission. Please submit your cover letter and CV as a one document Word or PDF e-mail attachment to hrindonesia@eqwiphubs.org with “INDONESIA HUBS Operations Manager” in the subject line. 

No phone calls about the position can be accepted. We thank all applicants for their interest; however only those selected for an interview will be contacted. 

USP PQM Indonesia

POSITION: Operations Manager, USP PQM Indonesia Country Office

REPORTS TO: Indonesia Chief of Party

OVERVIEW:

The Operations Manager supports the Indonesia Chief of Party with core functions such as Financial Management, Procurement and Inventory, Human Resources, Information Systems, Safety and Office Management in accordance with USP, USAID and Government of Indonesia regulations under the USP PQM program in Indonesia.

MAIN RESPONSIBILITIES:

FINANCE & ACCOUNTING

·        Supports the Chief of Party and country team by developing detailed annual work plan budgets and activity tracking.

·        Conduct Financial Management by ensuring the adoption and implementation of policies and procedures under USP policies in compliance with USAID and Government of Indonesia regulations, agreements management, accounting, budgeting and audits as set by USP headquarters, including:

-       Prepares operating funds to support activities including cash advances, reimbursements, invoicing, and others

-       Processes and manages office accounting system

-       Compiles necessary documents for monthly submission to headquarters

·        Reviews and submits monthly reconciliations and financial reports to USP HQ and COP Indonesia

·        Processes and manages VAT Exemptions via USAID mechanism

·        Liaise with USP headquarters, USAID, partners, banks, and Government of Indonesia (Ministry of Finance – Tax Office)

·        Enforces good internal control and implementation of USP policies

·        Processes invoice submission to HQ for country office payroll, rentals, utilities, etc.

·        Responsible for the documentation of all financial transactions in accordance with USAID regulations, agreements management, accounting, budgeting and audits as set by USP headquarters.

PLANNING

·        Using TORs from approved activities, initiates travel planning according to SOPs.

·        Works with project coordinators on workshop/training planning, logistics, cash advances, reconciliations, vendor selection for workshops/trainings in accordance with USP and USAID guidelines.

·        Contributes to annual work planning as part of the country team

PROCUREMENT

·        At request of COP, initiates and tracks procurements under approved work plan activities in accordance with SOPs.

·        Manages inventory, government property, and office supplies.

·        Liaise with vendors for selection and leads negotiation process with vendors.

·        Develop vendor list for country office.

HUMAN RESOURCES

·        Facilitate local Human Resources processes to ensure USP manages and mitigate risk, expedite recruitment and new hire onboarding, improve performance management, support growth and development of staff, and increase staff engagement.

·        Prepares monthly payroll, income tax, Badan Penyelenggara Jaminan Sosial (BPJS) Employment and Health Care, and insurance.

·        Liaise with USP headquarters and Government of Indonesia (Ministry of Manpower and Transmigration)

·        Prepares, submits, and liaises with relevant government Ministries on expat staff documentation, work permits (IMTA), visa (KITAS), as needed

OPERATIONS

·        Ensures that the USP Indonesia country office’s legal registrations are current and adequate and that the country office is in compliance with local regulations.

·        Ensure that the country office management is efficient, effective and conducive to promoting an enjoyable place to work where staff can thrive and engage one another.

·        Develops and maintains a comprehensive and efficient filing system.

·        Adapts SOPs into Work Instructions for Jakarta Field Office

·        Manage transportation acquisition and utilization.

·        Liaise with USP headquarters, partners, lawyers and Government of Indonesia to ensure smooth operations.

·        Maintains routine, on-going communications with the Indonesia Chief of Party and country office staff

·        May be required to supervise administrative staff

·        Performs other duties as necessary.

REQUIRED QUALIFICATIONS:

·        Bachelor degree and minimum 4 years of experience in field office finance and operations.

·        Excellent organizational, communication, and interpersonal skills.

·        Excellent Microsoft Excel and Microsoft Word skills.

·        Work experience in a USAID donor-funded project in Indonesia required.

·        Attention to detail.

·        Fluency in Bahasa Indonesia and proficiency in written and oral English required.

Please submit your complete CV and USAID Form 1420 (available athttp://www.usaid.gov/sites/default/files/AID1420-17.doc) to:

USPPQM.Indonesia@gmail.com

with CC to:

nadhirsti.pqm@gmail.com and

chrispqm@gmail.com

KINERJA

KINERJA Project, a local governance program funded by USAID focusing on providing service delivery in the areas education, health and economic services is currently looking for Papua Operations Manager according to the scope of work below.
Interested candidates are invited to submit their applications to apujiastuti@kinerja.or.id 
not later than January 20, 2013 indicating the reference subject. All candidates are requested to specify their availability date in the application letter. Please note that only short-listed candidates will
be contacted.

Duration of Project: Anticipated dates—January 30, 2013 to February 28, 2015
Position: Papua Operations Manager
Duty Station: Jayapura

Objective:
Kinerja Papua (KP) is seeking a highly experienced and motivated candidate to serve as the Operations Manager for the Kinerja Papua program. KP covers four districts in Papua (Kota Jayapura, Kab.
Jayapura, Kab. Mimika, Kab. Jayawijaya) with a strong presence at the provincial level. KP contributes to the improved delivery of public health services related to tuberculosis, HIV/AIDS, and maternal and
child health in Papua by strengthening health sector management and good governance, including increased participation, accountability, and access to information.

The Operations Manager Papua will work side by side with the PC Papua. While the PC Papua will be the `outside face' of the KP and liaise with government partners and other development partners, the
Operations Manager will oversee the management and operations of the program.

Summary of Responsibilities:
The Papua Operations Manager will manage the overall program implementation and operations of the Kinerja Papua program. S/he will supervise a staff of 11 at the provincial and district level and manage
day-to-day operations. In cooperation with the Provincial Coordinator, the Papua Operations Manager will be responsible for making decisions regarding program development and progress and make high level recommendations for program adjustments as needed. S/he will problem solve in the region and ensure high quality and efficient implementation of the program. The Papua Operations Manager will be the main point of contact for the Kinerja national office on management issues and will provide comprehensive updates and recommendations on a regular basis.

The Operations Manager will focus on internal management and operations systems and program implementation. This includes the development and oversight of work plans and budgets, timely results reporting and performance monitoring, and responsibility for overall quality control and completion as agreed upon in the work plan. S/he will work closely with the PC Papua, ensure compliance with USAID rules and regulations, ensure the work plan is implemented, conduct technical oversight and monitoring, manage interaction among partners and grantees, and manage the oversight of grants implementation. S/he will oversee the day to day oversight of operations of the team by providing clear systems and
direction to Kinerja staff in the provincial office and grantees and Kinerja field staffs in the district offices. S/he will conduct frequent staff meetings, communicate decisions and information to staff on a regular basis, provide feedback and hold staff and partners accountable, and ensure proper reporting and documentation of the program. H/she will make sure that the program runs smoothly both from an
administrative and technical perspective and make strategic decisions with the PC Papua to provide the best possible management and operational environment to ensure the success of the program.

Desired Skills:
· Master's degree in a related field
· Demonstrated experience managing complex programs
· Experience successfully supervising and leading teams in the field
· Understanding of operations under USAID projects and capacity to supervise administrative and financial operations
· Superior communication skills and ability to establish productive working relationships
· Excellent writing skills and experience in producing strategic reports on a timely basis
· Ability to work under pressure and respond to a changing environment
· Previous working experience in Papua or understanding of Papua culture desired

Required Responsibilities:
The specific duties and activities of Papua Operations Manager are as follows:
1. In cooperation with the Provincial Coordinator, provide strategic direction and support to the implementation of the Kinerja Papua program as a whole
2. Supervise the Kinerja Papua staff (provincial and district), closely track performance, and provide mentoring and coaching as needed
3. Report on the progress of the Kinerja Papua program on a regular basis to the Kinerja national office with recommendations
4. Oversee day-to-day operations and ensure compliance with administrative and financial regulations
5. In cooperation with the Provincial Coordinator, manage high level visits and high profile events
6. Document Kinerja Papua achievements and challenges

Mobilization and Facilities:
The Papua Operations Manager is expected to mobilize as soon as possible in Jayapura with an anticipated start date of 30 January 2013. S/he will report to the Deputy Chief of Party and work closely with the Provincial Coordinator. The Operations Manager will be provided a competitive benefits package according to RTI policies.

For more detail info about us, please visit www.kinerja.or.id

Yayasan Tirta Lestari

Job Summary: 
Yayasan Tirta Lestari works with disadvantaged Indonesian communities to improve water & sanitation conditions through educational activities and participatory projects. The overall purpose of the Operational Manager job is to provide sound leadership and management for Yayasan Tirta Lestari, which is comprised of the following four programs: 
• Public Health Promotion Program 
• Clean Water Program
• Improved Sanitation Program
• Solid Waste Management Program 
(To learn more about WatSan Action, please visit www.WatSanAction.org) 

The Operational Manager will work closely both with management and support staffv(including finance, administration and program) to ensure the day-to-day activitiesvare implemented according to schedule, budget and required quality. ThevOperational Manager will assist Coordinators in outlining a strategic plan for programvimplementation including identifying target areas/projects, methods of operation for
effective programming and maximum results. 

Start date: December 2012
Duration: 1 year contract (extendable)
Base location: Jakarta Selatan (Cilandak)
Report to: Board
Work hours: 8:00 – 17:00, Monday – Friday (40 hours a week) Salary: negotiable 

Job Qualifications: 
* Exceptional team management and leadership skills 
* Proficient in both English and Bahasa Indonesia 
* Excellent technical writing skills 
* Bachelors, or Masters level education in a relevant field 
* Minimum of 10 years of work experience focused on management of development programs to promoting sustainable development 
* Commendable initiative, independence, integrity, and reliability 
* Previous experience in community motivation and emergency response 
* Creative thinker and strong communicator 
* Definite social ethic and volunteer experience 
* Logical and competent decision-making skills 
* Proficient in Microsoft Word, Excel, PowerPoint, and Internet 
* Ability to work collaboratively 
* Understanding and sensitivity of social and cultural diversities 

How to Apply: 
If you are interested in applying for the Operational Manager position, please answer the following three questions in your Cover Letter: 
1) Why do you want this job?
2) What experiences qualify you to execute the tasks listed above?
3) What are your career goals? 
Send your Cover Letter and CV to HR@WatSanAction.org. Be sure to include your
name in attached document file name i.e. CV-JayaRimba. 

Australian Embassy

The Australian Embassy invites applications for the following position:

AIP-EID Program Operations Manager (Administration)

For more details please see our website: http://indonesia.embassy.gov.au/jaktindonesian/aboutus.html
No phone call inquiries will be taken and only short-listed candidates will be notified.

Wildlife Conservation Society - Indonesia Program

The Wildlife Conservation Society - Indonesia Program (WCS-IP) is seeking for a qualified candidate to fill the position of Operations Manager with the following terms:

PROGRAM AND POSITION DESCRIPTION

Wildlife Conservation Society will work with the Government of Indonesia, the private sector, NGOs, and community groups arrest, reduce or possibly eliminate the threats to wildlife as well as address the major drivers
behind those threats. The main drivers of wildlife habitat loss and population decline include forest conversion and logging, which are the consequences of poor land use decisions that followed in the push toward decentralization in Indonesia. 

The overarching objective of the position of Operations Manager (OM) is to provide support to the Country Director and Deputy Director for Program Development to ensure that the management demands are adequately met and the program operates with maximum efficiency. An important facet of the scope of work will be the provision of training and capacity building of local staff in WCS Indonesia Program operating procedures. 

Additionally, the Operations Manager will help backstop the Landscape Offices in preparing programs, scopes of work, mobilizing technical assistance and in general administratively. 

TASKS (RESPONSIBLITIES)

The Operations Manager will have four main tasks or areas of responsibility:

1. Management. This role supports WCS-IP management team in the development and implementation of the strategic plans and policies, and to provide leadership and direction to the whole program support team.

. Provides guidance, as requested by the Country Director, for fundraising and donor management, business development and partnership activities.

. Directly participate in the development of project proposals for donors.

. Communicates as necessary with Headquarters in order to determine current organization-wide policies and procedures which have an impact on local operations and also to follow up on internal problems which may
require HQ assistance to address.

. Advises the Country Director and senior management team on how to improve controls and be more cost-effective in implementation of projects.

. Develop new policies and procedures and update as necessary, to maintain the highest standard of financial integrity.

2. Program Administration. The Operations Manager will oversee the daily administrative operations of the Program, including human resources matters that include assist the Country Director in setting personnel and
operational policy, recruitment, annual performance evaluation, procurement, inventory management and reporting, and MIS utilization and training.

Importantly, the OM will work with the Country Director and administrative staff to put in place operating policies and procedures that comply with donors and WCS regulations. The OM will supervise the Administration
Officer and for the duration of the assignment, providing the guidance and training necessary for the Administration Officer and the rest of administrative staff to assume full responsibility of administrative and
finance operations by the close of the assignment.

. Oversee the administrative functions in the organization including IT.

. Oversee safety and security management procedures.

. Oversee the procurement process for the whole organization.

. Ensure compliance with and accountability to procurement, fleet and property policies throughout the organization.

. Ensure that program and program support staff are trained on program support policies, regulations and procedures.

. Administer compensation, benefits and performance management systems.

. Oversee the performance appraisal process that the compensation philosophy implementation to ensure internal equity and transparency.

. Regularly review the employee handbook and develop new policies and procedures to keep it updated and relevant.

. Represent organization at personnel-related hearings and investigations.

. Authorize human resource instruments and payroll documents.

3. Financial Management. The Operations Manager will oversee the Finance Manager and the daily financial operations and management of the program, including the reporting of expenses and tracking expenditures. A
key initial task of the OM will be to work with the Country Director, Finance Manager and accounting staff to put in place a robust financial management system across all program offices. Additionally, the OM will also assist the Country Director in the strategic programming of funds and provide recommendations on the overall financial management of WCS-IP, budgeting, and prepare finance report to donors. 

. Support the budgets preparation during design phase of proposal development by providing technical support to program staff to ensure compliance with donor and organizations' financial requirements. 

. Manage the internal budget of the organization (annual, quarterly, revisions).

. Plan how resources are mobilized and allocated for maximum effectiveness/efficiency.

. Ensure that budgets reflect appropriate and relevant costs (including core cost) and adhere to human resource needs.

. Monitor the use of funds and report to management status, any overspending, under spending and resource gaps on the program timeline. (Monthly, Quarterly and Annual).

. Ensure respective Project Leads understand variance implications and how to respond to and manage them effectively.

. Improve the coordination and efficiency of workflow processes within finance and with other program support units. 

. Supervise the organizations banking agreements and develop a plan to minimize currency gains and loss. Approve bank reconciliations prior to submission to WCS-NY.

. Review budgets for contracts and sub-awards to other organizations to verify that costs are reasonable and sufficient for proposed activities, and meet donor requirements for budget presentation.

. Oversee compliance with sub-agreement management policy and provide technical support to program staff and partners in its application.

. Oversee monthly and year-end closure of accounts, reports and reconciliations. Ensure monthly reporting deadline to WCS-NY are met. 

. Oversee the audit process (external audit, internal audit, donor audit). Ensure timely finalization of the reports, resolution to findings and implementation of agreed recommendations.

. Authorize financial instruments, staff payroll, and financial reports.

4. Program Management. The Operations Manager will be responsible for weekly review of MIS, website and other WCS-IP social network account content (Administrative) and notify Country Director and Deputy Director for
Program Development immediately when content is out of date or incorrect.

In addition to the four tasks outlined here, the Operations Manager may also assist the technical teams in carrying specific activities as needed. Other tasks may also be delegated from time to time as determined by the Country
Director. 

POSTING & REPORTING RELATIONSHIPS

The Operations Manager will be based in the WCS-IP Office in Bogor, with travel to the landscapes as needed. S/He will report directly to the Country Director in Bogor.

QUALIFICATIONS

The successful candidate will demonstrate the following qualifications:

. Bachelor degree

. At least 5 years work experience in accounting/financial management, administration, human resources.

. A knowledge of standard accounting software, in particular, experience of SUN system accounting software is highly desirable. 

. Working knowledge of employment and/or contract law highly desirable.

. Experience of working in the non-profit or NGO sector highly desirable.

. Experience of providing training in financial and administrative management desirable.

. Excellent communications skills in Indonesian and English.

. Excellent management skills, demonstrating strong leadership and initiative. 

. Concern for wildlife conservation & environmental issues essential

. An ability to work unsupervised and to tight deadlines.

Apply by email to the Admin & HR Manager - WCS Indonesia Program at recruitment@wcsip.org. Your application should include a short covering letter, an up-to-date CV, expected salary, and three professional
references.

Deadline: 22 October 2012.

No correspondence, only short-listed candidates will be notified.