JOB DESCRIPTION

Ad Title:

Procurement and Admin Manager

Program Background

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.

About DT Global Asia Pacific

At DT Global Asia Pacific, we aim to positively impact people’s lives through delivery excellence. As a leading implementing partner across Asia and the Pacific, we co-create locally led solutions in partnership with governments, communities, and stakeholders. We bring together talented teams and deep regional expertise to deliver initiatives that promote inclusive economic growth, essential services, and resilient, secure communities. With over 1,500 staff, experts in 22+ countries and more than 60 years of development experience, we tackle complex community, national and transnational challenges — from governance and justice systems to climate resilience, infrastructure and social equity — with innovative thinking and a commitment to long-term impact.

For more information, please see www.dt-global.com

The Role

Reporting to the Operations Lead, the Procurement & Admin Manager will be responsible for the delivery of effective administrative support to KITA SEHAT operations, including office management, logistics, asset management, visa/mobility support for international personnel, and oversight of procurement grant, and contract management, ensuring that the day-to-day support runs smoothly and in accordance with program policies and practices. The position will play a key role in the establishment and effective running of the national and provincial offices, while overseeing all procurement and grant management processes, as well as travel management and logistical and administrative support for approved activities and events. The Procurement & Admin Manager will have two direct reports: a Procurement & Grants Coordinator; and an Admin Officer.

Click on the link or copy paste it to access the full Terms of Reference for this position:

https://tinyurl.com/5hbfmfmt

About You

Roles and Responsibilities

Office, Administrative, and Logistics Management

• Provide support to the Operations Lead in establishing KITA SEHAT national and provincial offices and facilities.
• Oversee the administration of the national office and its facilities and provide support to provincial Admin & Finance Officers for the administration of provincial offices and facilities. This includes ensuring an effective and safe working environment, providing appropriate amenities, furniture, and equipment, stationery and supplies, phone and internet provision, hardware and software, electronic aids, and support services.
• As requested by the Operations Lead, provide inputs in the production, dissemination, implementation, and review of systems, policies and procedures related to logistics, procurement, office management, and administration for inclusion in the Operations Manual, and provide training as requested by the Operations Lead for KITA SEHAT personnel and partners.
• Ensure the preparation, maintenance, and storage of program documentation is in line with DT Global and DFAT record retention requirements and filing protocols.
• Supervise any Jakarta office support staff, such as office assistants.
• Organise and manage service providers and supplier contracts and utility service agreements, including office space, licenses, internet, electricity, office maintenance, travel agent, visa and working permit agent, and ensure regular payment of associated bills.
• Organise and oversee the provision of administrative support to the program team, including for meetings and events.
• Coordinate formalities and certifications (visa, KITAS, IMTA, SKLD, BPOA, etc.) with DT Global corporate team for international long- and short-term personnel, including coordinating and liaising with relevant external parties (e.g. ministries, donor agency, visa agents, etc.).
• Manage travel, accommodation bookings, transport, catering, interpreters and translators, and other support services in line with approved activity requests and budgets for KITA SEHAT team members and personnel.
• Ensure compliance with health, safety and security protocols.

Asset Management

• Oversee asset management in consultation with the Procurement & Grants Coordinator, and in collaboration with the IT Manager, to maintain the program’s asset register, ensuring that all program assets are marked with an identification number and labelled properly immediately upon receipt, and are accurately tracked and accounted for.
• Provide guidance to the Admin Officer responsible for asset tracking, ensuring accurate and timely updates, reconciliation, and disposal of assets when necessary.
• Conduct periodic physical check of assets to ensure asset register integrity and provide report on asset status.
• Support the preparation of reports on asset management for internal and external stakeholders, including DFAT.
• Organise required repairs and maintenance of office equipment and other assets.

Procurement and Grants Manager

• Supervise and provide guidance and advice to the Procurement & Grants Coordinator with regards to procurement and grants management in line with the KITA SEHAT Operations Manual, and in compliance with the Commonwealth Procurement Rules and Commonwealth Grant Rules and Principles, to ensure appropriate processes are followed and approvals are obtained and documented.
• Safeguard procurements, grants, and contracts from fraud, corruption, waste and abuse.
• Oversee effective contract management of all subcontractors, grantees, vendors, and service providers, including tracking contract milestones/expiry dates and organising timely approvals of contract amendments, as required to support forecast, budget tracking and reporting.
• Work with the Finance Team to support the program’s financial reporting.
• Ensure the provision of procurement for approved activities is conducted in accordance with KITA SEHAT procedures and thresholds.
• Provide guidance to the Procurement & Grants Coordinator to ensure efficient utilisation of funds provided to grantees, and avoidance of unnecessary costs and management of any related liabilities through appropriate documentation of grant expenses, including ensuring grantees have effective internal controls, timely response to external or internal audits and other reviews.
• Provide support to the Procurement & Grants Coordinator in managing the coordination, filing, and storage of financial records and reports related to contracts and grants, and production of accurate monthly and quarterly financial reporting and forecasting as required.
• Work closely with Program Leads and Managers to oversee grant and other contract close-out, extension, agreement variation, and/or renewal.
• Ensure compliance by contracted partners (grantees, subcontractors, vendors, suppliers, service providers, etc.) with relevant KITA SEHAT procedures and policies, working with the Procurement & Grants Coordinator to identify areas for improvement and provide training or information as necessary.
• Oversee internal audit processes of procedural compliance with the Operations Manual as it relates to procurement, grants, and administration, and provide support for any external audit as required.
• Work with Operations Lead to ensure risks are appropriately managed and ensure all staff comply with fraud control and anti-corruption guidelines.
• Maintain and update the Program’s risk register, alert KITA SEHAT Team Leader and Program Leads in mitigating and managing risks

Others

• Comply with DFAT, DT Global and KITA SEHAT policies on GEDSI, fraud and anti-corruption, child protection, PSEAH, and the environment.
• Proactively identify and report risks and manage risks within your level of accountability.
• Undertake other duties as required by the Program.

Selection Criteria

Essential Experience and Knowledge

• Bachelor’s degree in Business Administration, Public Administration, Management, or a related field (Master’s preferred).
• Minimum 8 years of progressive experience in operations or office management, working with donor-funded (strong preference for DFAT) development programs in a multi-culture stakeholder environment, and in an international, compliance-oriented organisation.
• Demonstrated understanding and knowledge of procurement and grants management procedures and policies with a strong understanding of donor compliance (DFAT is preferable) and local procurement laws.
• Demonstrated ability to develop and maintain effective working relationships including with team members and various stakeholders, such as government institutions, and contracted partners.
• Excellent oral and written skills in both Bahasa Indonesia and English, with the ability to communicate clearly.
• Demonstrated initiative, reliability, sound judgment, and professional integrity.
• Strong ability to work productively 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

HOW TO APPLY
Click the ‘Apply Now’ button.

Please submit
1) Your CV
2) A cover letter addressing the selection criteria

APPLICATIONS CLOSE 28 November 2025, 5 PM Jakarta Time

Should this role be of interest, we encourage you to apply as soon as possible. Kindly note only shortlisted applicants will be contacted.

DT Global is committed to child protection and safeguarding the welfare of children in the delivery of our international development programs. We are committed to Safety and the Prevention of Sexual Abuse and Harassment (PSEAH), and bribery prevention. DT Global is an equal opportunity employer and we encourage women, men, people with diverse backgrounds and people living with disabilities to apply. This program is funded by the Australian Government and Managed by DT Global.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements