Posted 1 October 2026
The Deputy Head of Operations is a senior operational management role within Prospera Phase 2. Reporting directly to the Chief Operating Officer (COO), the position supports the COO in the effective management and coordination of the Operations function and acts as the COO's deputy on operational matters when delegated. The role provides oversight and coordination across key operational functions, including finance, procurement, grants, compliance, risk, administration, facilities and workplace health and safety. It supports the effective implementation of Prospera's operational systems, processes and controls, ensuring they are aligned with program priorities, DFAT requirements, contractual obligations and relevant legislation. The Deputy Head of Operations combines operational oversight with hands-on management. The role is responsible for identifying and addressing operational issues and risks, providing timely advice to the COO, coordinating across operational functions, and supporting continuous improvement in systems, processes and service delivery.
Role details
Position Title: Deputy Head of Operations
Engagement Type: Long-Term Personnel (Local)
Group/Workstream: Operations
Reports To: Chief Operating Officer (COO)
Location: Jakarta — Prospera Office
1. Summary of the Project
Prospera is Australia's flagship economic governance investment in Indonesia, supporting the Government of Indonesia (GoI) to advance inclusive, sustainable and climate-resilient economic reform. Implemented by Cowater International in partnership with the Australian Department of Foreign Affairs and Trade (DFAT) and the Government of Indonesia, the program runs from 2026 to 2035. Prospera is a dual modality program comprising partnerships between Australian and Indonesian government agencies along with distinct but interrelated Managing Contractor-led (Cowater) advisory and support services.
2. Purpose of the Role
The Deputy Head of Operations is a senior operational management role within Prospera Phase 2. Reporting directly to the Chief Operating Officer (COO), the position supports the COO in the effective management and coordination of the Operations function and acts as the COO's deputy on operational matters when delegated.
The role provides oversight and coordination across key operational functions, including finance, procurement, grants, compliance, risk, administration, facilities and workplace health and safety. It supports the effective implementation of Prospera's operational systems, processes and controls, ensuring they are aligned with program priorities, DFAT requirements, contractual obligations and relevant legislation. The Deputy Head of Operations combines operational oversight with hands-on management. The role is responsible for identifying and addressing operational issues and risks, providing timely advice to the COO, coordinating across operational functions, and supporting continuous improvement in systems, processes and service delivery.
3. Key Responsibilities
A. Operational Leadership and Deputising
- Support COO
- Support the COO in the overall leadership and coordination of Prospera's Operations function.
- Act as the COO's deputy on operational matters and represent the COO when formally delegated or required.
- Translate the COO's strategic priorities into clear operational plans, priorities, processes and actions.
- Coordinate activities across operational functions, managing dependencies, competing priorities and operational deadlines.
- Monitor the overall delivery of operational services and proactively identify issues requiring intervention or escalation.
- Provide timely operational advice and recommendations to the COO on emerging issues, risks, resource requirements and opportunities for improvement.
- Support the COO in preparing for and managing operational matters raised through senior leadership and governance forums.
- Oversee Financial Operations
- Oversee the effective operation of Prospera's financial management processes, in coordination with the Finance Manager.
- Monitor expenditure, commitments, forecasts and budget utilisation and identify emerging financial risks or variances.
- Under the direction of COO, undertake budget planning, financial analysis, forecasting and financial reporting for both internal and external stakeholders.
- Ensure financial processes and approvals are consistent with approved delegations, program policies, contractual requirements and relevant Australian Government requirements.
- Review financial information and submissions for accuracy, completeness and compliance before escalation to the COO or other approval authorities.
- Monitor VAT exemption/restitution process and BAST process for efficient management of both areas.
- Support effective financial controls, segregation of duties and documentation of financial decisions.
- Identify opportunities to improve financial efficiency, value for money and financial controls.
- Lead Compliance
- Lead and coordinate operational compliance across Finance, Procurement, Grants, Administration, Facilities and WHS.
- Ensure operational systems and processes are consistent with DFAT requirements, the Head Contract, Prospera policies and procedures, relevant Australian Government requirements and applicable Indonesian legislation.
- Monitor compliance obligations and identify areas requiring corrective action or process improvement.
- Maintain and monitor operational risk registers and ensure appropriate mitigation actions are implemented and followed up.
- Support internal and external audits, reviews and assurance activities and coordinate responses to findings and recommendations.
- Quality-assure key operational documentation, submissions, reports and recommendations before they are submitted to the COO, DFAT or governance forums.
- Escalate material compliance, financial, contractual, safeguarding, WHS or operational risks to the COO in a timely manner.
- Oversee Procurement
- Oversee the operation of Prospera's procurement processes and ensure procurement activities are conducted transparently, competitively and in accordance with applicable requirements.
- Provide oversight of procurement planning, sourcing, evaluation, contracting and contract administration.
- Ensure appropriate documentation, approvals, delegations and records are maintained for procurement activities.
- Monitor procurement risks, supplier performance and contract obligations and escalate significant issues to the COO.
- Support the development and continuous improvement of procurement systems, templates, procedures and controls.
- Promote value for money and appropriate risk management in procurement decisions.
E. Grants and Partnership Administration
- Manage Grants
- Provide operational oversight of Prospera's grants management processes and systems.
- Ensure grants are administered in accordance with approved procedures, contractual requirements, risk controls and relevant DFAT requirements.
- Monitor grant commitments, acquittals, reporting and compliance requirements.
- Ensure appropriate due diligence, approvals, documentation and record-keeping are undertaken.
- Identify and escalate grant-related financial, compliance and operational risks.
- Support program teams in the effective and compliant administration of grants and partnerships.
- Oversee Administration
- Oversee the effective day-to-day administration and functioning of Prospera's office and operational facilities.
- Ensure office services, facilities, equipment, assets, utilities, supplies and other administrative requirements are effectively managed.
- Monitor service providers and administrative contracts and ensure agreed service standards are maintained.
- Ensure appropriate asset management, inventory and administrative records are maintained.
- Coordinate operational requirements associated with staff mobilisation, travel and other program activities where required.
- Identify opportunities to improve administrative efficiency, service quality and cost effectiveness.
- Lead WHS
- Provide operational leadership and coordination for Prospera's workplace health and safety (WHS) arrangements.
- Support implementation and monitoring of WHS policies, procedures, systems and controls.
- Ensure workplace hazards and operational WHS risks are identified, assessed, documented and appropriately managed.
- Monitor WHS compliance across Prospera offices, events, activities and operational arrangements.
- Coordinate appropriate responses to WHS incidents, emergencies and corrective actions.
- Promote a strong culture of safety, awareness and shared responsibility across the program.
- Provide WHS-related advice and reporting to the COO and senior management as required.
- Analyse and Report
- Analyse operational, financial, procurement and performance information to identify trends, risks, emerging issues and opportunities.
- Prepare high-quality operational reports, briefs, papers, submissions and management information for the COO and senior leadership.
- Consolidate information from different operational functions into clear, decision-ready analysis.
- Maintain appropriate operational dashboards, trackers and reporting mechanisms.
- Ensure the COO has timely and accurate information to support operational and management decisions.
- Engage Stakeholders
- Support the COO as an operational interface with DFAT, the Australian Embassy, Cowater and other relevant stakeholders.
- Represent the Operations function in internal planning, coordination, governance and operational meetings as delegated.
- Develop and maintain effective working relationships with technical teams, operational staff, partners, suppliers and other stakeholders.
- Provide timely and professional responses to operational queries and requests.
- Support the COO in preparing responses and briefings on operational, financial, compliance and assurance matters.
- Lead Team
- Provide leadership, supervision, mentoring and technical guidance to staff within the Operations function as delegated.
- Establish clear expectations, monitor performance and support staff to deliver high-quality operational services.
- Promote collaboration and effective coordination between Finance, Procurement, Grants, Administration, Facilities and other operational functions.
- Identify capability gaps and support professional development and knowledge sharing.
- Promote consistent understanding and application of Prospera policies, procedures, controls and operational standards.
- Foster a professional, responsive, service-oriented and accountable Operations team culture.
- Drive Improvement
- Identify opportunities to strengthen operational systems, processes, controls and service delivery.
- Lead or support the implementation of approved operational improvements and process changes.
- Promote the use of data, technology and streamlined processes to improve efficiency and transparency.
- Ensure lessons learned from operational activities, audits, reviews and incidents are incorporated into improved practices.
- Support the COO in the ongoing development of Prospera's Operations function and operating model.
- Ensure activities are designed and outputs delivered in accordance with Prospera's SOPs and standards, including technical quality standards, and donor requirements.
The successful candidate will have:
Essential
- Postgraduate qualification in finance, accounting, business administration, project management, international development or a relevant field.
- Minimum 14 years of professional experience in operational management within complex Australian Government/DFAT-funded programs, with demonstrated responsibility for managing or coordinating multiple operational functions.
- Demonstrated experience in financial management, including budgeting, forecasting, financial analysis and financial controls, with the ability to identify financial risks and provide practical advice and recommendations to senior management.
- Demonstrated experience overseeing procurement and/or grants and contract management, including due diligence, risk management, compliance, documentation and value-for-money considerations.
- Demonstrated experience managing operational compliance, risk and assurance, including developing and implementing controls, maintaining risk registers, responding to audit and assurance findings, and ensuring compliance with contractual and organisational requirements.
- Demonstrated people leadership capability, including experience leading, supervising, coaching and developing teams and coordinating effectively across different operational functions and technical teams.
- Strong analytical and problem-solving capability, with demonstrated experience synthesising complex operational and financial information and providing clear, practical and evidence-based recommendations to senior management.
- Demonstrated ability to build and maintain effective working relationships and communicate confidently with senior management, DFAT and government stakeholders, technical teams, contractors and other external stakeholders, including when dealing with sensitive or complex matters.
- Demonstrated experience in operational improvement, including strengthening systems, processes, controls and service delivery, and translating strategic priorities into practical operational improvements.
- Demonstrated ability to exercise sound professional judgement and discretion, with a high level of integrity, accountability and attention to detail, particularly when managing sensitive financial, personnel, compliance or organisational matters.
- Professional proficiency in English and Bahasa Indonesia, with advanced proficiency in Microsoft Office, particularly Excel.
- Experience overseeing office administration, facilities, travel, mobilisation and WHS.
- Experience developing or updating operational policies, procedures, SOPs and templates.
- Experience using ERP, financial management, procurement or grants management systems.
Professional proficiency in English and Bahasa Indonesia is essential, to facilitate effective communication with local personnel, stakeholders and government counterparts.
6. Application Process
Candidates are encouraged to apply by 16 October 2026/as soon as possible.
Candidates are encouraged to apply by 16 October 2026/as soon as possible.
For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.
Cowater international strives to maintain a fair, transparent, and human centered recruitment process. As part of our commitment to responsible hiring practices and compliance with evolving recruitment regulations, we may use AI assisted tools to support limited aspects of our talent acquisition workflow, such as reviewing or shortlisting applications. These tools are used only to enhance efficiency and consistency in our processes. All assessments, interviews, and final hiring decisions are made exclusively by our human recruiting managers. Candidates may request additional information about the use of these tools or reasonable accommodations during the recruitment process.
Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.
We thank all applicants, however only those shortlisted will be contacted.
ABOUT US
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada's Best Managed Companies since 2017.
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada's Best Managed Companies since 2017.
We thank you for your interest in building a better tomorrow.