Event Support Manager

DT Global

  • Jakarta
  • Permanen
  • kerja tetap
  • 7 jam lalu
Location: JakartaProgram BackgroundThe SKALA Program is a significant Australian investment designed to help Indonesia address regional disparities in development. SKALA will contribute to this objective by strengthening selected elements of Indonesia’s large and complex decentralised government system responsible for the delivery of basic services (Layanan Dasar). The SKALA Program’s core approach is to facilitate better collaboration (Kolaborasi) between Indonesian government stakeholders, at national and subnational levels, to help realise synergies (Sinergi) that will trigger improved service delivery. Moreover, SKALA will build on, and take to scale, the successes and learning from Australia’s previous 19 years of support to Indonesia’s decentralised government system. The SKALA Program is to be implemented through the following three pillars:Pillar 1: Stronger national level enabling environment for sub-national service delivery.Pillar 2: Better sub-national governance for service delivery.Pillar 3: Greater participation, representation and influence for women, people with disabilities and vulnerable groups.SKALA is implemented at the national level with an office in Jakarta and at the subnational level with offices in Aceh, Nusa Tenggara Barat, Nusa Tenggara Timur, Maluku, Gorontalo, Kalimantan Utara, Tanah Papua. In addition to the 3 pillars, SKALA works across 4 general themes of Public Financial Management, Minimum Service Standards, Data and Analysis and GEDSI.About DT Global Asia PacificAt 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 seeThe Role​​​​The Event Support Manager will play a pivotal role in coordinating and overseeing all aspects of event management and coordination within SKALA. Reporting to the Director of Operations & Finance, the Event Support Manager will be responsible for the supervision of the Event Support Unit and for close coordination with Provincial Admin Units to provide 30% logistical and 70% administrative support for SKALA-supported events. This position is also required to collaborate closely with relevant program teams, procurement unit, finance unit, and Senior Leadership Team for planning and delivery of events while ensuring compliance with relevant policies and procedures.Click on the link or copy paste it to access the full Terms of Reference for this position:About YouSpecific ResponsibilitiesStrategic Planning for Event Support
  • Proactively engage with SKALA teams and/or work units to anticipate needs and ensure required resources are available.
  • Coordinate and maintain a consolidated schedule for SKALA-supported events aligned with operational capability.
  • Plan and implement allocation of event support responsibilities amongst relevant staff ensuring optimum utilisation and a balanced workload.
  • Monitor and evaluate administrative and logistical management; identify risks; seek stakeholder feedback; drive quality, efficiency and compliance improvements using a problem-solving approach; capture and disseminate best practices and lessons learned in event management.
  • Review and update the ‘Event Management’ section within SKALA’s Operations Manual and event related templates so they remain relevant and suitable to meet emerging needs.
Event Delivery and Management
  • Oversee the end-to-end delivery of SKALA events and ensuring compliance with SKALA policies and DFAT requirements.
  • Monitor across all locations ensuring timely and accurate payments to event participants and event related vendors in line with SKALA policy and procedures.
  • Provide end to end event support responsibilities for specific events.
  • Take the lead in planning and management of ‘large events’ in coordination with relevant internal and external stakeholders.
Management of Event Management Application
  • Perform as the ‘System Manager’ for SKALA’s event management system, overseeing the ‘Event Planning’ and ‘Participant Management’ modules.
  • Maintain and update the system user manual, and provider user training, as needed.
  • Conduct regular checks on the application to ensure the system has accurate and up-to-date data and proactively follow up with relevant users to ensure accuracy and integrity.
  • Identify challenges in using the system, propose enhancements, and if approved, coordinate implementation.
Procurement Support
  • Work closely with the Procurement Unit to forecast upcoming procurement needs based on the event calendar.
  • Provide strategic input on procurement decisions, including supplier selection and contract arrangement, to meet administrative and logistical needs and achieve value for money.
  • Administer the Panel of Event Organisers, including identifying suitable providers across SKALA locations, management of Service Orders, and performance assessment.
Financial Management Support
  • Oversee the financial management of SKALA-supported events, ensuring compliance with SKALA's policies and procedures, and DFAT requirements.
  • Monitor event expenditure against forecast and develop monthly cash-flow forecasts for events.
People Management
  • Lead the Event Support Unit to deliver activities per workplan—on time, within budget, to the required standard, and compliant with relevant policies and procedures.
  • Set team and individual performance goals for Event Support Unit; conduct regular monitoring and feedback; initiate and manage Performance Improvement Plans where required.
  • Administer the Panel of Event Specialists and temporary event support personnel (STAs) including assigning tasks, management of Service Orders, and performance assessment.
  • Provide capacity building and mentoring to provincial admin staff to strengthen consistency and quality of event delivery across SKALA offices.
Other Duties
  • Comply with DFAT, DT Global and SKALA policies on gender, disability, fraud and anticorruption, child protection, PSEAH and the environment.
  • Ensure compliance and adherence to various operational policies, guidelines and manuals issued by DT Global and SKALA.
  • Proactively identify and report risks and manage risks within your level of accountability.
  • Undertake other duties as required by the Program.
Job Requirements
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
  • Work may require long, and flexible hours as needed.
  • Work may involve frequent travel within Indonesia (as needed).
Relationship Management​​This position works closely and effectively with a range of stakeholders, including all other Program staff, the DT Global corporate team and other external service providers. Report to the Operations and Finance Director and serves as line manager for members of the Event Support Unit. ​Selection CriteriaEssential * Tertiary academic qualifications in management, finance, accounting or other relevant fields.
  • Minimum 8 years of experience in end-to-end event management (planning, logistics, budgeting, and event delivery). Experience leading major/complex national events is an asset.
  • Proven track record managing high-volume, concurrent events across multiple locations.
  • Knowledge and understanding of event requirements for government ministries; familiarity with DFAT policies/procedures is an advantage.
  • Strong network and knowledge of suppliers and vendors relevant to event management.
  • Demonstrated experience managing a large team, including resource management.
  • Excellent communication, coordination, stakeholder, and leadership skills; strong organisational skills to manage multiple concurrent events.
  • Commitment to GEDSI principles and accessible event delivery; fluency in Bahasa Indonesia and working proficiency in English.
  • Willing/able to travel across provinces; work flexibly (evenings/weekends) during peak periods.
Desirable * Experience on donor-funded programs and with Indonesian government stakeholders.
  • Proficiency with Microsoft 365/SharePoint, Teams/Zoom, and basic budgeting/monitoring tools.

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