OUCRU ID – Head of Operations – Jakarta

• Hours of Work:Fulltime, 40 hours per week
• Tenure:Twelve (12) months, with possible extension
• Reporting to: Director of OUCRU Indonesia, with dotted line to Chief Operations Officer in Vietnam
• Vacancy Reference:OUCRU ID – Head of Operations – Jakarta

Background

The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. In Vietnam, we are hosted by the Hospital of Tropical Diseases (HTD) in Ho Chi Minh City, and the National Hospital for Tropical Diseases (NHTD) in Hanoi.OUCRU Nepal closely collaborates with the National Academy of Medical Sciences in Kathmandu, and OUCRU Indonesia exists in partnership with the Universitas Indonesia. As aWellcomeTrust Africa AsiaProgramme, we have received considerable support from theWellcomeTrust since our establishment in 1991.

OUCRU’s vision is to havelocal,regionaland global impact on health by leading a locally driven researchprogrammeon infectious diseases in Southeast Asia. Priority is given to health issues important to the hospitals where we work, and to the countriesas a whole whereweoperate: Vietnam,Indonesiaand Nepal. All work is intended not only tobenefitthe patients seen daily at our host hospitals, but also to help improve patient care.

OUCRU Indonesia seeks an experienced and senior Head of Operations Services to provide strategic and operational leadership for the organisation’s operations platform. OUCRU Indonesia currently has approximately 200 staff and foresees further growth. The role will therefore combine accountable oversight of current end-to-end operational processes with the design, strengthening and implementation of scalable, future-proof systems, structures and ways of working that can sustain a larger and increasingly complex research organisation.

The Head of Operations Services will be a member of the senior management team and a key adviser to the Director. The postholder will lead the Operations Services team, translate organisational priorities into an effective operating model, and ensure that operational services are reliable, compliant, efficient and enabling of our high-quality research, education and capacity building portfolio.

The role will also ensure effective operational administration of OUCRU Indonesia’s legal entity (Yayasan), including its governance processes, statutory and institutional obligations, records and annual governance cycle. The role will also provide strategic oversight of the full-cycle Human Resources function, led day-to-day by the HR Manager, ensuring that workforce planning, recruitment, performance and development, employee relations, reward and benefits, and HR compliance support organisational priorities and growth.

The role will work closely with OUCRU Vietnam and other Oxford stakeholders where alignment is required.

Key Responsibilities

1. Operational Management

• Set the strategic direction for Operations Services and develop, implement and continuously improve the policies, procedures, systems and service standards required to support OUCRU Indonesia’s current activities and planned growth.
• Design an operating model that is scalable, clearly governed and appropriately documented, with clear ownership, decision rights, controls, service levels and escalation routes across operational processes.
• Maintain oversight of the Unit-level risk register; identify, assess and mitigate operational, legal, financial, business continuity and reputational risks, including risks arising from the operation and governance of the Yayasan, and ensure appropriate follow-up.
• Oversee institutional contracts, project collaboration agreements, MoUs and sub-contracts from an operational and administrative perspective, ensuring appropriate controls and coordination with relevant stakeholders.
• Ensure the effective administration and coordination of the OUCRU Indonesia Yayasan’s governance processes, including preparation and coordination of the annual governance cycle, meetings of the relevant governing bodies, agendas and supporting documentation, recording of decisions and follow-up of agreed actions.
• Ensure effective asset and inventory management and fit-for purpose records and controls.
• Resolve complex organisational and operational issues, anticipating constraints created by growth and developing sustainable solutions rather than relying on ad‑hoc arrangements.
• Ensure relevant legal and regulatory documentation is maintained and compliance with applicable Indonesian laws, regulations and institutional requirements is monitored.
• Provide strategic oversight of general administration, including purchasing administration, travel booking, events, visitors, permits an