Logistics Coordinator

Background

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International operates since 1969, and in 2017 Yayasan Plan International Indonesia (YPII) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the fiscal year 2023 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”. Our ambition is to enable at least 3 million girls and young women to learn (gain skills for work), lead (empower to take action on issues that matter to them), decide (have control over their own lives and bodies), and thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes.

role PURPOSE

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

1. 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

2. 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

3. 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

4. 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

5. 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

6. 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:

1. Logistics & Procurement Manager: Direct report                                                         (high)
2. Logistic Officer: Supervise                                                                                                  (high)
3. Finance Department: Payment process                                                                          (high)
4. Procurement Coordinator, Procurement Officer: Coordination                                 (high)
5. Project Staff: Coordination                                                                                                (high)
6. Admin PSO & PIA Office: Coordination                                                                            (high)
7. Communication: Coordination                                                                                          (high)
8. IT: Coordination                                                                                                                   (high)

        External contact:

1. Vendors: maintain relationship                                                                                         (high)
2. 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, office with at least 40% travel to PSO, PIA and projects areas, vendor offices and partner organization both in office, on the field and during humanitarian settings.

Level of Contact with Children:

Mid contact:     Occasional interaction with children

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than November 10th, 2023

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.