Job Description
Primary responsibilities
1. Accountable for the overall management of project operations, including, logistics, procurement, human resources, financial management, assets and security;
2. Oversee sound and effective systems for project administration and operations, including subcontracts, consultant contracts, procurement and compliance and Value for Money (centrally and overseas);
Works closely with the team and Palladium to identify and manage ongoing risks and operational issues across the programme.
3. Support and accountable for the development of the Annual Workplan and monitor overall progress activities
4. Responsible for Value for Money assessment, together with the MREL manager, and reporting on an annual basis.
5. Setup, manage, and update the Programme’s Management Manual regularly.
Operations Management
1. Lead on the implementation and maintenance of project specific components of the project operations manual.
2. Lead on periodic review on operational processes, compliance checks on processes and internal controls.
3. Human resource management:
a. As part of the Operations team, ensure recruitment for MENTARI roles (staff, consultants, subcontractors) in line with Palladium’s best practise.
b. Oversee contracting process for consultants/ subcontractors.
c. Responsible for operational onboarding and offboarding of new staff and consultants through establishing and rolling out efficient and scalable processes and guidelines.
4. Management of the process and allocation of related work within the Operations team
5. Lead on training of project staff on company policies, standard operating procedures, guidelines and client rules and regulations (covering risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, audit support and all other operations matters).
6. Support in monitoring and ensuring the Companies compliance requirements are maintained.
7. Support the development and presentation of internal and external reporting (for example: quarterly internal project reviews, annual reviews, and client deliverables) and ensure these outputs are fit for purpose.
8. Support in managing and maintaining various Palladium's systems and support of the roll out of new systems when appropriate.
9. Establish efficient working relationship with various Palladium overseas offices and/or outsourced local employment/ contracting service providers.
10. Ensure effective travel management and security management system in MENTARI; and
11. Assist with ad-hoc project management tasks as required.
Client Management
1. Responsible for management and changes to contracts with consortium partners and client, including performance, service credits and compliance.
2. Responsible to keep track of any contractual changes and deliver a Contract Amendment to the Head Contract with the Client.
3. Lead any Risk and/or Security issues and escalate accordingly to the management and Client.
4. Representation of MENTARI in events including those that relate to our administrative obligations to the government of Indonesia as part of our cooperation agreement.
Financial Management
1. Responsible in budget management and quality assuring financial reports prepared by our finance and operations officer including Client forecasting, internal forecasting, advance payment request, invoice etc)
2. Support the team in implementing Palladium’s procurement best practises to ensure VFM for the project (including central and local procurement);
3. Lead on (or support) due diligence and contracting for the project.
4. Responsible for external audits and ensure accurate record retention with subcontractors and other stakeholders when required.
Team Management
1. Programme manager will be acting as a line manager for MENTARI operational staff (including finance and operations officer, travel and administration officer, procurement and contracting officer etc).
2. Ensure the wider MENTARI team is aware of the MENTARI operational policies and procedures through establishing focal points for various operational matters.
Requirements
1. Fluent in English and Bahasa Indonesia, both for oral communications and writing is a must.
2. Experience in leading procurement, contracting, budgeting and compliance requirements for development projects. Experience with FCDO will be an asset.
3. Strong knowledge and practical experience in project management methodologies and techniques.
4. Experience in complex contract management, consortium management and risk management is an advantage.
5. Knowledge of the energy sector in Indonesia is an advantage.
6. Very strong financial acumen and the ability to interpret and analyse financial reports.
7. Sound problem solving and decision-making skills.
8. Strong management skills with the ability to mentor, coach, lead, develop and evaluate staff; and Ability to work independently and as part of a team. Excellent verbal and written communication skills and the ability to communicate with a wide range of stakeholders from diverse background,
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