Job Description

Role Purposes
Admin & Logistic Coordinator will be responsible to 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 application for staff and prepare invitation letter for visitors including support documents needed, asset management, inventory/ NFI stocks. Coordination with Logistics Officer for Logistic arrangement including manage NFI Warehouse stock update.
Dimensions of the Role

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 & Filing
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

Accountabilities 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

Key relationships
Internal
Logistics & Procurement Manager; Direct report (Supervisor)
Logistic Officer; Supervise
Finance Department; Payment process
Procurement Specialist, Procurement Officer; Coordination.
Project Staff; Coordination
Admin PSO & PIA Office; Coordination
Communication; Coordination
IT; Coordination

External
Vendors; maintain relationship
Partners; contract management
Technical expertise, skills and knowledge

Essential
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
Leadership skills
Proactive and initiative
Good interpersonal and communication skills
Good negotiation skills
English fluency

Desirable
Experience with SAP Procurement will be preferable

Plan International’s Values in Practice
We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact
We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

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
Low contact: Rarely 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 apply now not later than May 12 , 2022
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.
As an international child centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Yayasan Plan International Indonesia believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every 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 organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.