Expression Of Interest: Event Support Panel – KITA SEHAT

Expression of Interest: Event Support Panel – KITA SEHAT

The first phase of the Australia-Indonesia Partnership for Health Transformation (KITA SEHAT) is a four-year, approximately A$50 million investment by the Australian Department of Foreign Affairs and Trade (DFAT) to work in partnership with the Government of Indonesia (GoI) to advance Indonesia's human and animal health agendas in identified areas of high priority. Building on elements from the previous phases of Australia's assistance in the health sector, including the Australia Indonesia Health Security Partnership (AIHSP), KITA SEHAT will continue to support health security and related systems strengthening in the human health and animal health sectors, while renewing Australia's support for primary health care in line with Indonesia's health transformation agenda.

Operating at national and selected subnational levels, the program will provide strategic advice on policy, governance, and service delivery approaches, with a strong alignment in areas where Australia can make distinctive contributions. KITA SEHAT will work through a range of mechanisms including technical assistance, public sector partnerships, research and CSO/NGO grants, and will coordinate with UN agencies and other development partners to ensure complementarity and avoid duplication. Gender equality, disability equity and social inclusion (GEDSI) and climate resilience will be a strong focus of the program and will be integral to achieving national health goals.

The program's long-term goal will be guided by four end of program outcomes (EOPOs):

• Primary health care policy and governance – national and selected subnational authorities have adopted improved primary health policies, service delivery approaches and governance arrangements.
• Primary health services – selected subnational authorities have improved the quality of and access to primary health services with a focus on stunting prevention and the inclusion of women, people with disability and other marginalised groups.
• Health system enablers – national and selected subnational authorities have enhanced core workforce capabilities in critical human and animal health system enabling functions.
• Health security – national and selected subnational authorities have increased capacity for health security and animal health policy development, strategic planning and the assessment, mitigation and management of acute and emerging health threats.

The Role The objective of this role is to support KITA SEHAT program activity in coordinating, organising logistical, financial and events for KITA SEHAT that are held in National and 3 provinces area.

The Event Support Panel will provide administrative, logistical, operational, and financial support for events and activities held by the National and provinces team. The role supports a wide range of purchasing / booking for logistics for events and travel, financial processes, and to ensure efficiency, compliance, and value for money in project operations in accordance with the KITA SEHAT Operations Manual and DT Global Policies and Procedures.

Details of Roles and Responsibilities:

1. Support for event preparation:

• Support planning and coordination of events, workshops, meetings, and field activities, including assisting in the preparation of event budgets.
• Procure event and operational logistical needs within a low procurement threshold and in compliance with organizational procurement procedures.
• Assist in preparing event documents, including attendance lists, agendas, briefing materials, and reports.
• Travel arrangement (ticket, hotel booking, airport pick up, etc.) with coordination with Operations team.
• Arrange the venue booking and arrangements including monitor participants' hotel check-in/check-out and others

2. 2. Support the implementation of the event:

• Ensure all participants complete the registration process
• Ensure all refreshments/meeting package are available on time and aligned with the approved Purchase Order, with coordination with the Procurement / Operation team.
• Ensure all relevant meeting arrangement, including receptions set up, table arrangements, participants seating, meeting equipment, visibility materials (e.g., posters and banners) and stationeries are prepared according to workshop/meeting requirements in coordination with the Event PIC
• Coordinate with Event PIC or Operations team to address any event related issues, such as participants numbers exceeding the approved PO, loss of training equipment, etc.
• Assist in distributing workshops/meetings materials in accordance with guidance from the PIC program.
• Ensure all documents are collected and submitted to the relevant persons, and that all equipment is returned to its owner in good condition
• Ensure all receipt forms comply with KITA SEHAT format and financial policy, including approved amounts and rates
• Provide support for other event-related tasks as requested by the event PIC or Operation Team

3. 3. Support for after the event process:

• Support the Event PIC team in preparing calculations for allowances and honoraria, ensuring accuracy and compliance with the KITA SEHAT Operations Manual and Unit Rates, and ensuring all relevant supporting documents are complete and valid before submission to the Finance team.
• Collectpayment claims/invoices and supporting documents from suppliers/vendors, verify their accuracy and completeness to ensure theyaligned with with the terms of the relevant agreement, and prepare invoices for payment processing by the Admin and Procurement for approvals.
• Maintain proper records of travel authorisation, itineraries, and related documentation.
• Carry out other relevant tasks as assigned by the Operation and Program team.

About You

Essential Experience and Knowledge

• University degree or diploma relevant to the role.

• Minimum 3 years of experience, including working in a finance and administrative function, preferably in the international development sector, ideally including experience in administrative support.

• Based in Jakarta or Kupang or Bandung or Papua Barat Daya, Indonesia

• Demonstrated ability to manage events per scheduled time with minimum supervision and coordinate with participant and vendors

• Knowledge of administrative and general office practices administrative as well as planning skills.

• Service-minded, well-organized, strong negotiation and high attention to detail.

• Fluency in Indonesian and English (oral and written)

• Strong ability to work productively both independently and as part of a team in diverse, cross-cultural environments and manage competing priorities under pressure and to tight deadlines.

• Competent in the use of Microsoft Office and other IT applications in common usage.

Desirable

• Demonstrated experience working with donor-funded (strong preference for DFAT) development programs, in a multi-culture stakeholder environment, and in an international, compliance-oriented organisation.

• Experience supporting event logistics and travel coordination

• Knowledge or experience in processing VAT restitution or exemption.

Why Join KITA SEHAT?

KITA SEHAT encourages people with disability to apply, and will provide reasonable accommodation, modification, or adjustment to the work environment for any selected applicant with a disability to support them performing their job.

Amendments to the position's terms of reference may be made during the period of the engagement as required.

DT Global Asia Pacific Pty Ltd is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global Asia Pacific Pty Ltd prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.

Our organization is committed to child protection and safeguarding the welfare of children in the delivery of our international development programs. Recruitment and selection procedures reflect this commitment. We are committed to safety and the prevention of sexual abuse and harassment, child protection and bribery prevention.

We want to engage with the right people to deliver our programs. As part of our approach, you will be subjected to formal background screening, criminal record checks, employment verification, and periodic compliance checks. All our staff receive safety, compliance and safeguards training and are responsible for contributing to a safer working culture.

HOW TO APPLY Please submit your details via the "APPLY" button.

Consultants (Individual or Organization) are invited to submit an Expression of Interest (EOI) outlining their qualifications and experience in the relevant areas. Submissions should include:

• Applicant's Information: Full Name, Address, Telephone Contact, and Email Address or Organisation details and details for relevant individuals.

• Details of area(s) of expertise related to the event management or support.

• A summary, of relevant professional qualifications, experience, and skills, particularly in event support in Indonesia across a range of stakeholders