Job Title: Head of Operations and Grant Management
Report to: Team Leader
Sector: Operations
Position Type: Full time, Local 
Position Location: Jakarta, Indonesia
 

Background of the Program

The Australia-Indonesia Knowledge and Innovation Collaboration Partnership Program (KONEKSI) is a collaborative initiative between the Government of Australia and the Government of Indonesia in the Indonesian 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 supports both the knowledge to policy cycle (K2P) and the knowledge to innovation cycle (K2I), in a complementary and synergistic way. KONEKSI focuses on two End of Investment Outcomes (EOIOs):  

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

KONEKSI is in the process of developing new initiatives which require strong strategic planning and operational agility and adaptation while maintaining strong compliance processes and value for money.


Summary of the Position  

The Head of Operations and Grant Management (HoOGM) works in close cooperation with, and reports to the Team Leader (TL).     

The HoOGM is a key member of the Senior Leadership Team (SLT). As part of the Senior Leadership Team, HoOGM's distinctive role at the strategic and management level, is to maintain contact with DFAT and GoI counterparts and relevant partners to ensure overall quality and effectiveness of implementation for all program operations, grants and compliance functions as outlined below.   
 
The HoOGM assists the TL in ensuring the quality of deliverables and overall compliance with DFAT standards.  The HoOGM is responsible for the:    
 

• Direct supervision and full responsibility of all operational functions, including Finance, Procurement and Contracts, HR, IT, Logistics and Office Administration.  
• Direct supervision of the Grants and Compliance Team and responsibility and oversight of the Program Grants;  
• Coordination with Planning, Performance and Learning team to incorporate new administrative processes and approvals into the KONEKSI information management system (MISI).
• Coordination of operational and financial inputs to KONEKSI annual work planning processes and reporting   
• Management and oversight of all KONEKSI operating systems including in the areas of grants and DFAT safeguarding policies and processes.  
• Professional development including mentoring and coaching of relevant KONEKSI staff to ensure compliant, effective, and efficient delivery and support of the Program.  
• Liaison with DFAT and relevant GOI officials on financial, operational, and grants matters for planning, reporting, and compliance  

Key Responsibilities

Strategic Planning
 

• Provide guidance and direction in the development of new forms of grants and technical assistance, lead strategic planning for the operations and grants team to develop fit for purpose mechanisms that are flexible, efficient, and effective
• Provide support and direction to operations and grants team members to develop related mechanisms and ensure effective roll out and implementation

Implementation, Planning and Reporting  
 

• Work closely with TL and other Senior Leadership Team members on the development of work plans 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, PSEAH and the environment, due diligence, and fraud prevention.    
• Support the Team Leader in monitoring and managing risks associated with Program implementation and outcomes.  
• Provide high level analysis as well as topical financial and operational analysis for semi-annual and annual reports and ad hoc requests from DFAT or GOI

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.
• Provide guidance, supervision and support to KONEKSI team members overseeing requitement processes, onboarding, staff professional development and performance management. Ensure competitive remuneration packages through benchmarking and market analysis.
• 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.  

Other:

• Serve as Acting Team Leader as needed on tasks delegated by Team Leader or during periods of absence.

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.
• Fluency in English and Indonesian.

APPLICATION PROCESS

Applications can be sent to KONEKSI via:
https://bit.ly/KONEKSIJobs no later than 27 April COB/as soon as possible.

To express your interest, please submit a brief cover letter outlining your practice area focus and relevant experience, along with your current CV.

Cowater international strives to maintain a fair, transparent, and human centered recruitment process. As part of our commitment to responsible hiring practices and compliance with evolving recruitment regulations, we may use AI assisted tools to support limited aspects of our talent acquisition workflow, such as reviewing or shortlisting applications. These tools are used only to enhance efficiency and consistency in our processes. All assessments, interviews, and final hiring decisions are made exclusively by our human recruiting managers. Candidates may request additional information about the use of these tools or reasonable accommodations during the recruitment process.

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

Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, 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.