Officer – Event Support Aceh (Consultant)

• Pillar 1: Stronger national level enabling environment for sub-national service delivery
• Pillar 2: Better sub-national governance for service delivery
• Pillar 3: Greater participation, representation and influence for women, people with disabilities and vulnerable groups

• In consultation with the Procurement Unit, responsible for supporting the procurement of goods and services for relevant program teams/units in line with SKALA policies and procedures.
• Supporting the identification and selection of the most appropriate suppliers to fulfil purchase requests, raising efficiency and achieving greater cost effectiveness.
• Ensure all required documentation to complete the procurement process is in place.
• Assist prepare relevant documentation required to complete the procurement process, specifically: quotations; summary bidding; relevant agreement.

• In consultation with relevant program team/units and Finance Unit, develop workshop/event budgets and approvals.
• Provide general and logistics support to relevant program team/unit to conduct events Including registration of event attendees with required details. Maintain and update SKALA Activity Management Application (SAMA) by reviewing participant details, registering participant to specific events, uploading event specific documents etc.
• Prepare advance requests and cash advance acquittal associated with conducting workshops/events.
• Ensure payments for participants, resource persons, and all other payments related to workshops/events are properly paid based on SKALA policies and procedures.
• Ensure that all documentation submitted to finance are in sequence, are accurate and complete.
• Monitor the event budget and proactively follow up on outstanding payments/acquittals.

• Oversee the processing of relevant supplier invoices in accordance with relevant policies and procedures.
• Prepare payment request and supporting documentation and ensure timely payment to all suppliers.

• Assist both Provincial Office Coordinator and Provincial Finance Coordinator in their day-to-day responsibilities in the areas of secretarial services, review of payment requests, filing, travel/event related bookings, office maintenance, and managing vendors/service providers.
• Comply with DFAT, DT Global and SKALA policies on gender, disability, fraud and anticorruption, child protection, PSEAH and the environment.
• Ensure compliance and adherence to various operational policies, guidelines and manuals issued by DT Global and SKALA.
• Proactively identify and report risks and manage risks within your level of accountability.
• Undertake other duties as required by the Program.

• Prepare activity reports accurately and on time.

• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work may require long, and flexible hours as needed. Travel is based on need.

• Minimum 2 years experiences in logistics, administrations, procurement and/or event management.
• Strong communication skills and interpersonal skills, including negotiation skills.
• Must be strongly details oriented and show patience and determination to explore the problem and all its elements until the reasoning has been found so that it can be resolved accurately.
• Active communication style and fluent in Bahasa Indonesia and English (preferable)
• Understanding of gender equality, people with disability and social inclusion issues.

DT Global