General Summary and Background
Chemonics International seeks an Operations Manager based in Jakarta, Indonesia, to support the USAID Global Health and Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project.
The purpose of GHSC-PSM is to ensure uninterrupted supplies of health commodities in support of USG-funded public health initiatives around the world. The project provides direct procurement and supply chain management support to the President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and Population and Reproductive Health. In supporting USG-funded global health activities, PSM will develop and manage a wide array of services for health commodity procurement and related systems strengthening technical assistance encompassing different elements of a comprehensive supply chain. GHSC-PSM in Indonesia will primarily support the Government of Indonesia (GOI) and the private sector in strengthening HIV and TB commodity supply chains to ensure they are reliable, cost-effective, and meet the needs of patients and communities.
The Operations Manager reports to the country director and will oversee all aspects of office administration, human resources, project logistics and domestic travel, and procurement in compliance with U.S. government regulations, Chemonics’ corporate and field office policies, and Indonesian law.
Principal Duties and Responsibilities:
- Collaborate cloesly with the country director, finance manager, and the Chemonics home office country team to create and implement administrative, human resource and procurement operating procedures and systems for the office, including communications logs and filing systems, and ensure proper maintenance and staff adherence.
- Communicate as needed with the home office to ensure proper filing, archiving, and digital uploads of all relevant administrative and contractual documents.
- Oversee the maintenance and management of physical office space, project inventory, and project vehicles, including maintenance of vehicle logs and drivers schedules.
- Manage event planning and travel logistics, to include compiling training materials and providing quality control for all events and training activities.
- Manage office procurements, including issuing RFQs and RFPs, obtaining and reviewing price quotes from suppliers, writing selection memos, negotiating with suppliers as necessary, overseeing the delivery and inspection of goods, and collecting and filing all relevant procurement documents in accordance with Chemonics processes and procedures for field office procurement.
- Support technical implementation through timely reviews and effective management of local procurement, subcontracts and leases with vendors, suppliers etc. as well as relevant software licenses.
- Maintain tracking systems for inventory, procurements, action memos, and approvals.
- Oversee the recruitment processes in compliance with Chemonics established procedures including but not limited to supporting development of job descriptions and interview questions, shortlisting and pre-screening candidates, scheduling interviews and conducting reference checks, negotiating offers of employment, and collecting required documentation from candidates, including salary verification and biodata documentation.
- Confirm that all new hire paperwork is submitted and personnel files are complete and compliant with Chemonics policy, local labor laws, and USAID regulations – both in electronic and hard copy.
- Manage all onboarding processes to ensure new hires are provided with adequate training and orientation regarding the project and relevant Chemonics policies in order to perform the job to the best of their ability.
- Supervise administrative staff as assigned and provide routine performance feedback.
- Ensure strict compliance with USAID regulations and Chemonics’ standard policy and procedures at all times.
- Assist with updating project procedure and policy manuals as necessary and in coordination with the Chemonics home office.
- Assist the Startup and Closeout teams in operation tasks as needed.
- Support the timely completion of any other administrative or contractual tasks as assigned by the country director or his/her designee.
Job Qualifications:
- Minimum 4 years of experience supporting office administration, human resources, and procurement for an office of comparable size, preferably on a USAID-funded project.
- University degree in administration, development, or a related field preferred.
- Knowledge of USAID and procedures, especially procurement and cost accounting principles.
- Strong administrative, organizational, and written and verbal communication skills required.
- Strong PC skills to include knowledge of Microsoft Word, Excel, PowerPoint, Outlook, internet research and database use strongly preferred.
- Familiarity with Microsoft Outlook desirable.
- Written and spoken fluency in English and Bahasa Indonesia required.
Location of Assignment
The location of assignment is Jakarta, Indonesia. Intermittent local travel may be required.
Supervision
The operations manager will report directly to the country director/Indonesia or his/her designee.
Closing date: August 31, 2017
Please apply by emailing your CV and cover letter to: PSMIndoRecruit@gmail.com
No telephone inquiries, please. Finalists will be contacted.
Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.
