Cowater International Inc.

Head of Operations and Grant Management

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Last update: Feb 22, 2024 Last update: Feb 22, 2024

Details

Deadline: Mar 1, 2024 Deadline for applications has passed
Location: Indonesia
Job type:Contract, 12 months +
Languages:
English, IndonesianEnglish, Indonesian
Work experience: Min 15 years
Date posted:Feb 21, 2024

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Description

KEY INFORMATION
Job Title: Head of Operations and Grants Management
Sector: Operations, Grant Management
Position Type: Full-Time
Duration/Level of Effort: Long-Term
Position Location: Jakarta, Indonesia
SUMMARY OF THE PROJECT
In its first year of the project, KONEKSI has experienced rapid growth and has gained increased trust to manage the project with greater responsibility. Therefore, we are in need of highly competent and dedicated professionals to join the KONEKSI team.
The DFAT-funded Knowledge Partnership Platform (KONEKSI) is Australia’s flagship program in the Indonesia knowledge and innovation sector. KONEKSI’s goal is to achieve an enduring relationship between Indonesia and Australia that advances mutual interest and supports Indonesia’s inclusive and sustainable development. The purpose of the programme is to increase the use of knowledge-based solutions for inclusive and sustainable policies and technologies. This purpose positions KONEKSI as a vehicle to produce knowledge on complex socio-economic problems, where effective solutions are often beyond a unique sector or category of stakeholders. It will support both the knowledge to policy cycle (K2P) and the knowledge to innovation cycle (K2I), in a complementary and synergistic way. KONEKSI will focus on two End of Investment Outcomes (EOIOs):

  • Australian and Indonesian organisations have increased collaboration and mutual understanding through knowledge partnerships; and
  • Innovative solutions for inclusive and sustainable policies and technologies are generated by knowledge partnerships.

SUMMARY OF THE POSITION
The Head of Operations and Grant Management (HoOG) will work in close cooperation with, and report to the Team Leader (TL).
The HoOG will be a key member of the Leadership Team (LT), which collectively includes the TL, Head of Partnerships and Technical Delivery, Head of Stakeholder Engagement, Head of Planning, Performance and Learning, and Head of Strategic Communications and Public Discourse.
The HoOG will further work with Implementation Partners, DFAT and the Government of Indonesia (GoI) contributing to the overall strategic direction of the Program.
The HoOG will assist the TL in ensuring quality of deliverables and overall compliance with DFAT standards.
The HoOG will be responsible for the:

  • Direct supervision and full responsibility of all operational functions, including Finance, Procurement and Contracts, HR, IT, Logistics Office Administration; 
  • Direct supervision of the Grants and Compliance Team and responsibility and oversight of the Program Grants;
  • Coordinate with Planning, Performance and Learning team to incorporate administrative processes and approvals into the KONEKSI information management system (MISI).
  • Coordinate operational and financial inputs to KONEKSI annual work planning processes and reporting

As part of the Leadership Team, HoOG’s distinctive role is particularly at the strategic and management level, to maintain contact with counterparts and relevant partners to ensure overall quality and effectiveness of implementation and manage all program operations, grants and compliance functions as outlined below.
The HoOG contributes to the overall quality assurance of KONEKSI’s outputs in line with international best practices and supports the TL to:

  • Oversee the professional development including mentoring and coaching of relevant KONEKSI staff to ensure compliant, effective, and efficient delivery and support of the Program.
  • Management and oversight of all KONEKSI operating systems including in the areas of grants and DFAT safeguarding policies and processes.
  • Overall project management and the coordination of different aspects of the program to ensure implementation remains on schedule and target for the achievement of overall objectives.

KEY RESPONSIBILITIES
Implementation, Planning and Reporting

  • Work closely with TL and other leadership team members on the development of workplans and budgets and contributions to progress reporting, as well as any other ad hoc reports requested and ensure deliverables are submitted on time and meet DFAT and Cowater’s reporting standards.
  • Oversee and ensure that program implementation, including Program team, Implementing Partners and key stakeholders apply and understand fully DFAT safeguards particularly in relation to child protection and the environment, due diligence, and fraud prevention.
  • Support the Team Leader in monitoring and managing risks associated with Program implementation and outcomes.

Operations

  • Supervise and work closely with the Administration and Finance Team to ensure full understanding of, and control over budget forecasts and budget vs actual tracking against annual workplans.
  • Overall management of and providing support and advice to the TL and Program Team on the management, audit and use of program funds.
  • Overall management and responsibility for all services related to the tendering, contracting, contract supervision, contract monitoring and financial management of activities in accordance with Program and Commonwealth Procurement guidelines including the provision of support where required to Program Team members as required to ensure understanding and compliance.
  • Provide guidance, supervision and support to KONEKSI team members overseeing service provider contracts to ensure they provide high-level monitoring and professional engagement and performance.
  • Ensure compliance with Operations Manual including conducting regular spot checks and overseeing the adaptation of procedures to adapt to changing needs of the program.
  • Provide advice and input into security operations matters and staff briefings in relation to security and advise the TL of any imminent threats.

Grants Management

  • Overall supervision and monitoring of the disbursement and management of grant funds.
  • Overseeing negotiations of grant agreements and other key legally binding documents.
  • Supervise and provide oversight to the Grants and Compliance Team including the review and verification of proposed grant disbursements to Partners and capacity support to ensure accounting systems and practices are sound, adhere to best practices and monitor adherence to internal controls, including Partners’ management of program grants.
  • Supervise the Grants and Compliance Team in regular financial and grants analysis to inform management decision-making and reporting.
  • Ensure the Grants and Compliance Team maintains financial systems to track funding and grants, cooperative agreements, including overseeing the ongoing grants tracking function in the program MIS and ensure its effective implementation.
  • Support the Grants and Compliance Team in the coordination of partner financial reviews and internal control visits, as necessary. 
  • Supervise the Grants and Compliance Team for the verification, maintenance and updating of grant policies and procedures to ensure compliance with donor regulations. Write and/or edit as necessary to ensure a continuously updated affiliate grants manual.
  • Perform site visits as needed to offer training to affiliate finance staff on grants manual and related financial processes.
  • Oversee audit and fraud investigations.
  • Support Partners and stakeholders to develop fully costed annual plans in support of program activities and in line with DFAT policy.

JOB REQUIREMENTS
Qualifications: 

  • A postgraduate qualification (or other relevant qualification and substantial professional experience) in administration, finance, management, international development or other relevant discipline
  • Demonstrated experience successfully  motivating and leading a diverse team of operations staff including administration, finance, grants, HR, logistics, IT, and procurement
  • Strong supervision and oversight skills to ensure compliance with relevant regulations
  • Leader with strong integrity and commitment to ethical standards
  • Strategic thinker and problem solver with experience improving the effectiveness and efficiency of systems
  • Detail oriented, organised, and able to drive high quality results
  • Responsive to requests and able to synthesize data to respond to inquiries, identify opportunities, and manage risks
  • Commitment to gender equity, disability, and social inclusion

Minimum Experience

  • 15+ years’ experience working on large donor funded programs with increasing leadership and management responsibilities.

 
APPLICATION PROCESS
Applications should be sent to KONEKSI by email to: hrd@koneksi-kpp.id, by 1 March 2024 COB (05.00 PM, Western Indonesia Time)

  • Please write “KONEKSI–HoOG–(Name)” in the email subject line.
  • Women, people with disabilities, and people from diverse backgrounds are encouraged to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.
ABOUT US
Cowater International is a leading global development consulting company founded in 1985. Headquartered in Ottawa, Canada and with corporate hubs in Montreal, Canada, Brussels, Belgium, and London UK. Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.
We thank you for your interest in building a better tomorrow with Cowater International.