Operations Manager

Overview

The Operations Manager, reporting to the Executive Director, is responsible for the overall financial and operations management of Yayasan Peduli Kepulauan Indonesia, including budgeting, bookkeeping, reporting, human resources, facilities maintenance, procurement, logistics, stakeholder engagement and team management. The role requires independence, strong organisational and interpersonal skills, attention to detail, a high level of professionalism, and the ability to anticipate and respond to staff and community needs and inquiries.

 

Location: Bintan, Kepulauan Riau, Indonesia.

Hours: Full time.

 

Summary of responsibilities

Financial Management -
 

  • Establish financial management practices for the Indonesia office and Learning Centres, in alignment with TIF/YPKI policies, SOPs and guidelines.

  • Ensure day-to-day accounting operations and financial management functions are performed in compliance with internal and donor policies and procedures.

  • Ensure that all accounting data is updated, reconciled and fully supported with appropriate documentation. 

  • Monitor operational and program forecasting, maintaining cash controls to ensure supply of adequate funds.

  • Meet financial reporting requirements and ensure that all financial reports are submitted on or before the deadline.

  • Coordinate with Program Manager to establish proper controls for grants management.

 

Operations Management -

  • Manage relationships with key stakeholders, including government and village offices, following a structured stakeholder engagement plan.

  • Manage the office and Learning Centres, including coordination of maintenance, upkeep, and health and safety, following a structured maintenance and upkeep plan.

  • Responsible for ITC management within the program location, and ensure all staff are set up and understand how to use Google systems, printers, and other approved technologies.

  • Facilitate regular team meetings that are well planned, engaging and encourage good morale. 

  • Serve as the overall first point of contact for staff with technical, administrative, interpersonal and other issues and/or complaints.

  • Prepare quarterly targets, regularly collect data and create quarterly and annual operations reports for the ED and TIF Board. 
     

Human Resources Management -

  • Establish and manage recruitment and onboarding systems, processes and materials.

  • Ensure employee contracts are reviewed and renewed on a timely basis and are in line with local laws and regulations.

  • Proactively manage and review organisational policies and handbook, including raising internal awareness, ensuring adherence and identifying needs for additional policies/regulations and/or revisions of existing policies/regulations. 

  • Supervise and manage staff attendance, leave periods, work-flow and output, and document and provide relevant input regarding conduct and misconduct of employees. 

  • Prepare contracts, additional paperwork, travel requirements and other matters as required for consultants and volunteers. 

  • Grow a diverse, highly qualified team of staff and volunteers by providing capacity building, coaching and personal development.
     

Team Management -

  • Create performance plans and KPIs for the Operations Team.

  • Seek out opportunities for collaboration across departments.

  • Help to establish TIF-YPKI as a great place to work and/or volunteer, and build a strong culture of ownership of an impactful program delivery among staff and volunteers. 

 

Experience, skills and knowledge required

  • Bachelor's or Master’s degree in a relevant discipline from an accredited institution.

  • Minimum six years of prior work experience, with most recent role at management level.

  • Experience in budget preparation, cost estimating, monitoring, and fiscal management principles and procedures.

  • Experience in improving organisational accounting systems.

  • Experience formulating policy and developing and implementing strategies and procedures.

  • Experience in enhancing and managing HR systems and processes, including payroll and contract management.

  • Knowledge of applicable legislation, standards, regulations and procedures within Kepulauan Riau and Indonesia.

  • Expert stakeholder engagement and the ability to consult, collaborate and influence.

  • Excellent team management skills, including the ability to supervise and train employees through organising, prioritising, and scheduling work assignments.

  • A willingness to travel to program locations to conduct observations and capacity building.

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

  • Ability to communicate effectively, both orally and in writing.

  • Professional level Bahasa Indonesia and English required.

Why work with us

This is an opportunity to work with an international team of creative, collaborative and confident change makers who love experimentation and problem solving to strengthen learning ecosystems in small island and coastal communities.

Working with us, you will have a high level of responsibility and autonomy in your role, supported by regular training opportunities by internal and external trainers. We are committed to employee career development and will encourage you to learn, grow and excel.

 

Additional information

Duration of appointment: initial three-month contract, followed by one year contract with possibility for extension.

 

Salary: Our salary bands are competitive – salary offers are commensurate with qualifications.

 

Benefits: BPJS, phone allowance and travel allowance.

 

Start date: September 2021.

 

How to apply

Please ensure that all application documents (pre-screening form, cover letter and resume) are in English.

Required documents:

  1. Candidate Pre-Screening form – please download and complete.

  2. Cover letter – please introduce yourself, outline your interest in the role and The Island Foundation, and why you think you’re a good candidate.

  3. Resume.

Send your application to info@theislandfoundation.com with the subject line “Application for YPKI-Operations Manager: Your Name”.

Applications will close on Sunday 12 September 2021. Early applications are encouraged.

All applications will be treated confidentially. Only short-listed candidates will be notified and contacted for an interview.

TIF-YPKI is a child-safe organisation. All employees are required to undergo a National Police Check and sign our Child Safeguarding Policy and Employee Code of Conduct.