Short Term Adviser (STA) - Operations Assistant (Two Positions)

Program Background

The Australia Indonesia Partnership for Justice Phase 3 (AIPJ3) is a five-year, A$63 million investment by the Australian Department of Foreign Affairs and Trade (DFAT) to work in partnership with the Government of Indonesia (GOI) to support advancement of its priority law and justice reforms. Building on previous phases, AIPJ3 will support partners to deliver activities against agreed policy priorities, while maintaining flexibility to respond to emerging needs and opportunities. The program focuses on seven policy priorities that are important to Australia and Indonesia: accountability and transparency, criminal justice reform, preventing violent extremism, transnational crime cooperation, commercial law, access to justice, and women’s leadership.

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 seewww.dt-global.com

The Role

The Operations Assistant will provide general administrative and basic financial management support to AIPJ3. The role will help ensure that Finance, Grants and Contracts, Office Management, and related operational processes are completed accurately, efficiently, and in accordance with applicable program policies and procedures.

About You

Roles and Responsibilities

The Operations Assistant will undertake the following responsibilities, with the allocation of tasks determined by the relevant manager. The role may also be required to perform other reasonable administrative and operational duties consistent with the purpose of the position.

Grants and Contracts Support

•         Provide administrative support for procurement and grants processes, including proposal checks, evaluation panel coordination, preparation and distribution of correspondence, and maintenance of complete process records.

•         Support due diligence and onboarding for grantees, subcontractors, suppliers, and Short-Term Advisers, including collecting documents, scheduling sessions, and following up on outstanding information.

•         Conduct an initial completeness check of invoices, partner budgets, financial reports, and supporting documents before further review and payment processing.

•         Enter and maintain Grants and Contracts data and documents in the Management Information System (MIS) and other relevant registers, and generate routine reports for monitoring, compliance, and audit purposes.

Finance Support

•       Organise, file, and archive Payment Approval Sheets (PAS) and supporting documentation, ensuring that electronic and hard-copy records are complete, consistently named, and readily retrievable.

•       Maintain transaction indexes and relevant finance registers and follow up on missing or incomplete documentation.

•       Conduct basic checks of payment transactions and supporting documents for completeness, consistency, required approvals, and compliance with applicable procedures.

•       Assist with basic reconciliation, budget tracking, review of partner budgets and financial reports, and preparation of data or templates for accounting and payment systems, under the guidance of the Finance team.

•       Support finance document preparation and audit readiness, including MYOB/BST 11.0, Automate, PCS, and HSBC ACH-related administrative tasks where required.

General Administration and Office Support

•       Provide day-to-day administrative support, including data entry, document preparation and distribution, scanning, filing, archiving, meeting coordination, and follow-up actions.

•       Maintain accurate, complete, and accessible electronic and hard-copy records in accordance with document management, confidentiality, and audit requirements.

•       Support the maintenance of inventory, asset, office supply, and equipment records, and provide reception or front-of-house coverage when required.

•       Assist with the preparation and processing of routine operational documents, invoices, purchase orders, and related supporting documentation.

•       Identify practical opportunities to improve administrative processes and operational efficiency.

Deliverables

The Operations Assistant will provide the following deliverables, as relevant to the assigned position and workplan:

•         Accurate and up-to-date filing systems, registers, transaction indexes, and records, with all required supporting documentation complete and readily accessible.

•         Timely administrative support for finance, grants and contracts, procurement, due diligence, onboarding, invoice processing, and office management activities.

•         Completed initial checks of invoices, partner budgets, financial reports, payment records, and supporting documents, with identified gaps followed up or referred to the relevant team member.

•         Accurate data entry and routine reports from relevant systems and registers to support management, monitoring, compliance, and audit requirements.

•         Regular progress updates to the relevant manager, including completed tasks, outstanding issues, and planned follow-up actions.

Selection Criteria

Essential Experience and Qualifications

•         Diploma or bachelor’s degree in accounting, finance, business administration, management, or another relevant field, or an equivalent combination of education and experience.

•         At least two years of relevant experience in administration, finance support, grants and contracts support, office operations, or a similar role.

•         Basic knowledge of financial administration, including checking budgets, invoices, financial reports, payment documentation, and supporting records.

•         Strong organisational skills and attention to detail, with the ability to manage records, follow procedures, meet deadlines, and handle confidential information.

•         Proficiency in Microsoft Office, particularly Word, Excel, and Outlook, and the ability to learn program information and financial systems.

•         Good written and spoken Bahasa Indonesia and English, with the ability to work collaboratively in a multicultural team and with limited supervision.

Desirable

• Experience in an international development program, donor-funded project, or similar compliance-focused environment.

• Experience using MYOB or similar accounting software, management information systems, and electronic document management systems.

• Experience supporting audit preparation, procurement, grants administration, or partner financial monitoring.

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

https://tinyurl.com/OperationsAssistant-AIPJ3

Why join AIPJ3?

By joining the Australia Indonesia Partnership for Justice Phase 3 (AIPJ3), you will be part of a dynamic and collaborative program that supports Indonesia’s priority law and justice reforms. Working alongside experts from government, civil society, academia, and the private sector, you will have the opportunity to contribute to meaningful change in areas such as accountability and transparency, criminal justice reform, preventing violent extremism, transnational crime cooperation, commercial law, access to justice, and women’s leadership.

HOW TO APPLY
Click the 'Apply Now' button.

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

  
APPLICATIONS CLOSE Wednesday, 11 November 2026 at 11:59 PM (GMT+7)
  
Should this role be of interest, we encourage you to apply as soon as possible.  Kindly note only shortlisted applicants will be contacted.

People with lived experience of the regions in which DT Global operates are strongly encouraged to apply.  DT Global welcomes applications from individuals with diverse backgrounds including First Nations peoples, diverse Sexual Orientation, Gender Identity and Expression, and Sex Characteristics (SOGIESC), and people with disabilities.

We take a zero-tolerance approach to sexual exploitation, abuse and harm of adults and children; fraud, corruption and bribery; modern slavery; and any form of exploitation across our operations, partnerships, and supply chains. We uphold the highest standards of integrity and expect the same of those we work with.

Engagement with DT Global is subject to formal background screening, criminal record checks, employment verification, and periodic compliance checks. All DT Global staff receive safety, compliance, safeguarding and integrity training, and we expect our personnel and partners to always act in alignment with our company values.