Save the Children is an
international NGO and the world's top independent charity for children
in need. Since 1919, we have been fighting for children's rights, saving
their lives and providing hope for brighter futures worldwide. In
Indonesia, Save the
Children currently works in eleven provinces, has staff of
approximately 170 local professionals, and programming in Child
Protection, Education, Health and Nutrition, Disaster Risk Reduction,
and Humanitarian Response. Save the Children in Indonesia is seeking
to fill the following position:
Admin and Logistic Coordinator
1 position, based in Jakarta
Code : ALC
Role purpose:
The role will offer leadership
and management support to the logistics and admin staff in Indonesia CO.
He/she will ensure compliance with the organization's policies and
procedures in both emergencies and development programming context,
implementation
of logistics requirement and offer training to both logistic and non
logistic staff. He/she will work closely with programme managers and
logistic staff in the field offices. He/she will also take the role as
Indonesia CO Safety and Security Focal Point.
Reports to: Senior Manager Support Services
Staff directly reporting to this post: Admin Logistic Assistant, Jakarta based drivers, Office Helper and Receptionist.
Other Reporting and Coordination Responsibilities: The
Coordinator is expected to work in close cooperation with Programme
Managers, field based logistic staff and other relevant Save the
Children staff outside the country.
KEY AREAS OF ACCOUNTABILITY:
Administration
- Ensure timely and accurate payment for vendors, service providers including utilities payment for both office and houses.
- Ensure the office, asset and vehicle are well maintained to comply with safety regulation
- Ensure adequate vehicle insurance coverage and timely registration and permit
- Ensure efficient, professional reception function
Logistic
- Coordination of programme logistics; implement the country logistics policies and procedures for the following areas: procurement, transport and distribution, warehousing and stock management, management of vehicle fleets, communication systems, and assets
- Manage and support admin and logistic staff including ensuring clear division of responsibilities, clear objectives, and management of performance
- Ensure that all procurement is done in an appropriate, efficiently, timely and transparent manner as per Save the Children International Policies and procedures and donor requirements
- Ensure centralized asset register, warehouse stock, supplier database, procurement tracker, fleet analysis are well maintained and updated.
- Ensure efficient supply chain planning (plan, source, transport, store and dispatch)
- Ensure that efficient, cost effective fleet management and reporting are in place and in compliance with SCI standards
- With coordination with field based logistic staff, ensure timely and accurate periodical logistic reports from all offices
- Conduct logistics orientation and trainings to all staff to ensure common understanding of the logistics support and duties
Safety and Security
- The post holder will take the role as Jakarta office Safety and Security Focal Point, ensure implementation of safety and security policies and procedures.
- Provide training and induction of safety and security to the staff as required
Staff Management, Mentorship, and Development – Support Services
- Ensure that all logistic staff understand and are able to perform their roles in an emergency,
- Manage logistic team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly,
- Ensure the recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff,
- Incorporate staff development strategies and Performance Management System into team building process. Establish result based system and follow up,
- Manage the performance of all staff in the Logistic work area through:
- Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans
- The post-holder will comply with all relevant Save the Children policies and procedures with respect to child safeguarding, safety and security, code of conduct, equal opportunities and other relevant policies and procedures.
QUALIFICATIONS AND EXPERIENCE
- University degree
- Prior experience in logistics management in the NGO sector and in emergency response/humanitarian environments
- Proven experience in all technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, communications, and safety and security
- Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
- Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
- Demonstrated credibility with colleagues and stakeholders at all levels of an organization
- Leadership skills, including the ability to supervise and motivate the team with strong personal value systems
- Cultural awareness, with very good written and spoken communication and interpersonal skills in English.
- Demonstrated credibility with colleagues and stakeholders at all levels of an organization
- Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
- Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
- Team building skills
- Competent level skills in core IT applications, particularly MS Office
- A commitment to the values and principles of SC
- Experience of exposure to developing countries
- High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children
DESIRABLE
- Technical experience/training in specific areas of logistics
Updated CV and application letter should be sent to recruitment.indonesia@savethechildren.org
Please fill the "subject" column of the e-mails in this format:
<ALC><your name>
Closing date for application is up to 18 September 2014
(Only short-listed candidates will be notified)
