Logistics & IT Officer

The Logistics & IT Officer is a technical position responsible for warehouse management, vehicles, IT support, and office facilities. The main scope of this position is to ensure that logistic data, such as assets, stock, fleet (fuel recording/vehicle repair), and IT support (troubleshooting), is well organized.

Maintain good coordination with third parties, manage the office, and its facilities. This position is expected to work synergistically with the team at both PSO and PIA to update logistics data and IT matters, and to conduct analysis.

This position will prepare monthly logistics data that can be used for asset verification, stock tracking, and vehicle use.

Key Responsibility :

(1) Warehouse Management

• Liaison with Logistics, Safety & Security Coordinator and Third party warehouse management for day-to-day operations

• Coordination with HRP Manager 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

(2) Asset Management

• Performing administrative management & documentation of new assets, asset transfer, disposal & repair

• Ensuring that throughout the life cycle; the assets are capitalized, maintained, used, and appropriately disposed.

• Conduct periodic inspections of assets in the field

(3) Office Management

• Manage, ensure the function and adequacy of office facilities as needed.

• Settle the payments/top-ups/purchase of office utilities (electricity credit, internet, drinking water, UPL levy etc.)

• Manage and ensure the availability of office supplies as needed

• Record/inventory office supplies such as stationery, kitchen and cleaning materials

• Supervising Office Boy, Receptionist, Drivers and Security

(4) Fleet Management

• Ensuring all vehicles are always compliant with tax obligations and insure, escalate any potential fleet risks.

• Ensure all vehicles use stickers according to YPII values such as “Prohibited Weapons” and local safety and communication guidelines.

• Ensure that all vehicles in all YPII site area are maintained and serviced on time according to the operating manual and needs.

• Create/review fleet project budgets with PM to ensure all transport needs are met and cost-effective.

• Ensure all fleet movements are planned and optimized.

• Monitor and documented all fleet costs.

• Ensuring all documents and emergency equipment is carried on every trip.

• Monitor the driver’s journey and activity, refueling and services procedure have been followed both on site and through Track point system

• Update all fleet data and information in FMS (Trac point) in a timely manner and consolidate reports from each PIA.

• Ensure the fleet meets all KPIs, if not, draw up an action plan to improve fleet efficiency.

• Review and follow up all complaints received.

(5) IT Support

• Install and configure software and hardware as directed by the IT team in Jakarta.

• Serve as a focal point for IT issues (software/hardware) that arise in PSO and PIA, and communicate these to the IT team in Jakarta for resolution.

• Assist the IT team in Jakarta in ensuring the implementation of the organization’s data privacy policy.

• Serve as the organization’s focal point for liaising with IT vendors in PIA and PSO regarding IT asset service and maintenance (including licensing and warranties).

(6) 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

(7) Safeguarding, PSHEA, & GEDSI

• Carry out safeguarding, PSHEA, and GEDSI principles in every planning process, making risk mitigation analysis, implementation, documentation, monitoring, evaluation, and reporting within the project.

• Committed to building professionalism, a culture of protection, prevention of violence, and the attitude to have the courage to report any form of violence against children and program participants, and participate in regular evaluations through the Annual Appraisal related to safeguarding with supervisors

• Participate in face-to-face induction and/or Safeguarding, PSHEA, and GEDSI training and refresher training through the Plan Academy platform and promptly recertify., Pre-employment checks will be conducted in line with Plan International’s Safeguarding Children and Young People (PSHEA) policy.

Yayasan Plan International Indonesia is committed to protecting children’s rights and ensuring equal opportunity, non-discrimination, and a culture that promotes gender equality, girls’ rights, and inclusion.

Please note that Plan International never sends unsolicited emails requesting payment from candidates.

• Bachelor’s degree in Information Technology, economic management, business administration, logistics, data management or any relevant field.

• At least 2 years of experience in logistics in a private company or organizations/NGOs

• Knowledge of data management using various platforms.

• Demonstrated Knowledge and track record in logistics management.

• Good oral and written English communication skills.

• Experience in asset and vehicle management

• In-depth understanding of logistics management regulations

• Good quality of analytical skills and able to provide good technical advice.

• Have initiative and be proactive in performing her/his functions

• Can work together in a team or individually

Desired

• Ability to work in a multidisciplinary and multicultural environment;

• Have good hospitality and service-oriented

• Meticulousness and attention to detail;

• Demonstrate data management skills.

• Able to operate MS Word, Excel, and Access at a fairly good level

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International has operated in Indonesia since 1969, and in 2017, Yayasan Plan International Indonesia (Plan Indonesia) was established as the national entity of Plan International in Indonesia. Plan Indonesia is currently implementing Country Strategy 5 (CS 5) covering the fiscal year 2022 to 2027, where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls.” Plan is a dual mandate organization, in development and humanitarian. Plan Indonesia supports the humanitarian scale-up, aiming to be the NGO partner of choice to promote and support girls in emergencies. While Indonesia is a disaster-prone country, Plan Indonesia will support the needs and gaps experienced by children and young people, particularly girls in emergencies.