Chief Operating Officer (COO)

 

 

Location: Jakarta, Indonesia

Position Type: Full Time

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General Summary

Responsible for overseeing and managing the day-to-day operations of the organization. Overall, a Chief Operating Officer plays a critical role in ensuring that the organization runs smoothly and achieves its strategic objectives and goals. He/she is responsible for managing resources, leading and overseeing research and program delivery, as well as ensuring effective and successful advocacy strategy and implementation. As to ensure the smooth-running of the operations, the COO is expected to have the ability to mitigate risks while working closely with the leadership team to develop and implement strategic plans.

 

About Us

The Center for Indonesian Policy Studies (CIPS) is an independent, non-profit and non-partisan think tank dedicated to advocating practical policy reforms informed by evidence-based policy research and analysis. Our policy perspectives are based on the belief that only civil, political, and economic freedom allows Indonesians to achieve greater prosperity.

 

Our work aims to advocate for public policies that empower Indonesians to lead prosperous and peaceful lives. As part of our mission to make a positive impact, we are seeking a passionate and committed Chief Operating Officer (COO) to join our team.

 

 

Key Qualifications

• A minimum of 10 years of extensive experience in program management  or similar roles and possess rich experience in public affairs, research, advocacy, project management, and/or people management.

• Possession of an advanced university degree in a related field is considered advantageous.

• Proven experience in team leadership and people management.

• Experience in managing cross-functional teams and fostering collaboration.

• Strong project management skills, demonstrating the ability to effectively oversee and guide projects to successful completion.

• Exceptional problem-solving abilities, with a track record of addressing challenges strategically and finding effective solutions.

• Proficient in formulating strategies, planning, and budgeting, showcasing a strategic mindset and financial acumen.

• Excellent communication skills, encompassing public speaking, written communication, and interpersonal interactions.

• A strong commitment to upholding CIPS' mission and values.

 

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Jobs Summary

• Oversee internal operations and non-finance-related tasks, to ensure efficiency and effectiveness in day-to-day operations. Including implementing streamlined business processes and optimizing organizational resources such as staff, technology, and infrastructure, as well as performing regular check-ups to ensure effective use of resources.

• Lead and oversee the successful delivery of programs and projects in research activities and in communications, including supporting public policy research and advocacy activities, and ensure consistent key messages conveyed throughout CIPS digital and outreach communications channels

• Support fundraising activities of the organization, including building good relationships with prospective donors and stakeholders in relevant sectors, as well as communicating with the broader public and internal teams.

• Strategic implementation by creating and executing plans that align with the organization’s mission, reviewing objectives, and monitoring success indicators.

• Supervise talent processes, oversee recruitment process, implement performance review system, and also foster a positive work environment within the organization that enables personal growth and productivity.

• Oversee logistics, procurement, vendor relations, and facility maintenance, ensuring proper system and procedure have been created, implemented, and continuously updated.

 

 

Job Description

A. Operation Management

Managing and overseeing day-to-day office operations and ensuring that all transactions are well carried to meet required completeness, accuracy and timeliness, and the risks are identified and mitigated.

• ​Redesigning, reengineering and implementing more effective business processes throughout organization to ensure the processes are well designed, streamlined, with mitigated risks, and easy to adopt by users.

• ​Managing organization's resources, including staff, technology, physical assets and infrastructures, are utilized effectively to support organization growth and achieve its goals and mission.

• Ensuring the accuracy and validity of all legal governance documents and internal policies for approval by the Board of Directors and by external authorities. 

• Designing, implementing, and ensuring the internal policies and procedures are carried out throughout the organization.

• Ensuring the lawfulness of all CIPS operations.

 

B. Strategic Development 

• Developing and implementing strategic plans, goals, and objectives for the organization to ensure that the organization is aligned to its mission.

• Developing and implementing department strategies that are necessary to achieve CIPS strategic objectives. 

• Leading the regular reviews of strategic objectives from the department’s perspective, identifying and suggesting necessary adjustments, ensuring achievement of strategic objectives by the department.

• Creating and monitoring quantifiable indicators to measure success. 

• Ensuring all department staff have a clear and shared understanding of department strategies, objectives and targets. 

 

C. Human Resources Management 

• Supervising talent management, personnel administrations and human resources operations, that the overall process is adhering to the laws and regulations, and are performed in accurate and timely manner. 

• Ensuring the development of HR mitigation programs are in place to anticipate potential shortcomings of resources and skills needed, and ensure the working environment is positive, constructive and healthy.

• Setting up and ensuring a performance review system that includes KPIs, values, and professional development plan (learning hours) in the departments, and ensuring these performance management metrics and the processes are well planned, well documented, well executed, and communicated to the whole staff.  

• Supervising recruitment and staff retention’s effort with strategy that enables higher employee engagement and with a system that enables employees turnover forecast.

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D. General Affair Administration 

• Controlling logistics, procurements and facility management, overseeing administration and operation of General Affairs of the organization.

• Ensuring the vendor contracts are well documented, well negotiated at the best interest of the institution.

• ​Ensuring vendors are well maintained and are kept in a constructive business relationship.

• Ensuring working facilities and work equipment are well maintained and the operational disruption risks are mitigated.

• Ensuring all supplies to support the organization activities are well managed and available as per requirements.

 

E. Project Management 

• Overseeing the management and delivery of programs and projects, by working with the Head of Research and other managers to ensure that research projects and non-research projects are completed on time, within budget and meet the organization's standards.

• Serving as a liaison between the management and line managers, and also with the external stakeholders, including funders, partners, lawyers, notaries, auditors, and vendors. 

• Providing guidance, assistance and development on project handling skills to team members and to other teams to ensure the projects are handled according to the right methodology and right approaches.

• Ensuring the programs and projects are well documented and also well monitored through the use of dashboards and applications to ensure the single view of projects are provided to both the management team and to the line managers or Person-in-Charge of each project.

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​F. Research 

• Establish and implement quality assurance processes to maintain high standards in research methodologies, data collection, and analysis.

• Identify and assess potential risks to research projects and develop strategies to mitigate them.

• Identify opportunities for process improvement and innovation within the research unit and implement best practices to enhance research methodologies and outcomes

• Allocate human and technical resources to research projects based on priorities and project requirements.

• Collaborate with project managers and team leaders to ensure adequate resources are available.

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​G. Communications and CIPS Learning Hub (CLH) 

• Provide strategic leadership and direction for the communications team, aligning communication efforts with organizational goals and objectives.

• Develop and implement comprehensive communication strategies that enhance the organization's brand, reputation, and overall objectives.

• Ensure consistency in messaging across various communication channels.

• Develop and implement comprehensive communication strategies that enhance the organization's brand, reputation, and overall objectives.

• Ensure consistency in messaging across various communication channels.

• Stay abreast of digital trends and recommend strategies for online communication.

• Build and maintain relationships with key stakeholders, both internal and external, to support organizational objectives.

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H. Supporting Fundraising 

• Representing CIPS in external activities while implementing strategic thinking to identify prospective donors or relevant stakeholders for CIPS.

• ​Carrying positive attitude and spirit externally and internally to support harvest fundraising and partnership opportunities for CIPS.

• Oversee fundraising and partnership internal and external procedures to be effective and that it is being implemented.

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Please click the link below to submit your application