Logistics Coordinator - Jakarta Based
Logistics Coordinator will be responsible for several Administration & Logistics works. He/she will also coordinate with Logistics & Procurement Manager for Office Management, arrange Plan International Indonesia tax exemption regularly, arrange visa applications for staff, and prepare an invitation letter for visitors including support documents needed, asset management, and inventory/ NFI stocks. Coordination with Logistics Officer for Logistic arrangement including managing NFI Warehouse stock updates.
DIMENSIONS OF THE ROLE
- S/He will directly report to Logistics & Procurement Manager
- S/He will have 1 subordinate
Accountabilities
- Asset Management.
- Register new asset upload to share drive for all YPII assets
- Maintain and record all YPII assets Tracking & monitoring all YPII assets
- Prepare documents and schedule for annually physical check asset
- Leading the disposal asset process based on lifetime usage, project end or office closure
- Coordination with Fleet Manager for vehicle maintenance and disposal
- Coordination with L&PM, PSOM & PIAM for vehicle planning
- Office Management.
- Ensure all office facilities are properly, neat & function Manage Office Supports (OB, Receptionist, Security & Engineering)
- Maintain communication with landlord, compound community)
- Maintain legal office documents
- Active to update information related office arrangement (eg. office cleaning & maintenance, meeting room usage)
- Coordination with logistics officer in project/PIA offices for logistics matters
- Create PR for Operations Department
- Maintain monthly billing/ invoices for CO office
- Visitor arrangement coordination with Logistics Officer & host
- Archiving/ Filing lease agreement
- Warehousing.
- Liaison with warehouse management for day-to-day operations
- Coordination with HRP Logistics Officer for warehouse activities
- Compilation warehouse report & annually warehouse physically check
- Monitoring & update warehouse rent & performance Coordination with procurement for incoming goods
- Manage stock movement and shipping to response area
- Leading the process of disposal, replenish, packing & unpacking
- Audit annual check
- Update NFI price list to Finance Department for depreciation
- Organization Legal Documents & Filling.
- Manage and update YPII legal document: domicile letter (surat domisili), foundation deed (akta pendirian yayasan), foundation register sign (tanda daftar yayasan), foundation activity permit (izin kegiatan yayasan)
- Record and filing lease agreement, office building insurance, third party contract (general services, security guards, office equipment rental and maintenance)
- Arrange visa application for staff and prepare invitation letter for visitors including support documents needed
- Others.
- To ensure all office facilities and environment work properly
- Maintain relationship with vendors (warehouse, transporter, building maintenance, etc)
- To ensure YPII asset record and well maintain coordination with Logistic Officer
- Actively coaching and monitoring Logistic Officer performance
- Safeguarding Children and Young People (PSHEA)
Ensure that Plan International's global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International's Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
Key relationships
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Internal contact:
- Logistics & Procurement Manager: Direct report (high)
- Logistic Officer: Supervise (high)
- Finance Department: Payment process (high)
- Procurement Coordinator, Procurement Officer: Coordination (high)
- Project Staff: Coordination (high)
- Admin PSO & PIA Office: Coordination (high)
- Communication: Coordination (high)
- IT: Coordination (high)
External contact:
- Vendors: maintain relationship (high)
- Partners: contract management (medium)
Technical expertise, skills and knowledge
Experience and Knowledge
- Bachelor degree in Management, Economic, Administration or any related field.
- At least 3 years of experience in the related field is require for this position.
- Preferably senior staff specialize in Logistic & supply chance
- Strong planning and organizing
- Good knowledge of asset management, warehouse management and logistic in emergency
- Understanding on emergency response support requirements
- Experience with SAP Procurement will be preferable
Skills
- Good presentation and communication skill
- Good networking with government organization, non-government organization, and others relevant institution
- Good interpersonal skill and team work
- Understand about human right and child right
- Good computer skill
- Skill in organizing resources and establishing priorities
- Demonstrated ability to maintain confidentiality
- Strong communication skills and interpersonal skills
- Strong verbal and written English skills
Yayasan Plan International Indonesia Values in Practice: LET'S ACT
Lasting impact
We strive to achieve a significant and sustainable impact on the lives of children and young people, especially children and young women from marginalized groups.
Equal, inclusive, empowering
We respect all people, value differences, and promote equality across our programs and workplaces.
Transparent and accountable
We create a working climate and partnership that is trusting, honest, transparent, and accountable for the decisions we make and the impact our work has on our stakeholders.
Smart and lifelong learning
Every time, there are new things that we can learn, so we are eager to seek knowledge that is beneficial for ourselves and the organization.
Adaptive and innovative
We are aware that existing problems and future challenges cannot always be solved with a conventional mindset, so we are constantly innovating in search of breakthroughs.
Collaborative
We collaborate with various parties, both internally and externally, based on good faith and the principles of partnership that apply in the organization to achieve common goals.
Taking Measured-Risk
We realize that risk is part of decision-making, so being brave to take measured risks is the key for us to keep moving forward to be superior and at the forefront.
Physical Environment:
Based at CO Jakarta with at least 40% travel to PSO Kupang, PIA and projects areas, vendor offices and partner organization both in office, on the field and during humanitarian settings.
Level of Contact with Children:
Low contact: No contact or very low frequency of interaction
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A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy (PSHEA).
As an international child-centred community development organization, Yayasan Plan International Indonesia is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse.
Our organization is based on a culture of inclusivity. We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organizational culture that embraces and exemplifies our commitment to gender equality, girls' rights, and inclusion while supporting staff to adopt good practices, positive attitudes, and principles of gender equality and inclusion.
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