Division: Operations Unit
Reports to: Finance and Operations Manager
Subordinate: Procurement Officer (1) & Travel Assistant (1)
Time Commitment: Full-time, 1-year, renewable
Location: Jakarta, Indonesia with the possibility of travelling
Yayasan Project HOPE (YPH) has been known in Indonesia since 1960 when the hospital ship USS HOPE visited Indonesia as part of its visit to several countries for humanitarian operations. Yayasan Project HOPE manages several programs in the areas of infectious diseases, Tuberculosis Laboratory Strengthening, Maternal Neonatal Health, COVID-19 Emergency Response, and Mental Health. It is also establishing an emergency response hub to strengthen emergency response operating systems in Indonesia and Southeast Asia.
Position Summary
S/he will carry out responsibility through the efficient and effective procedures of the organization. S/he will ensure the coordination of the procurement and logistics activities, procurement planning, supply planning, and proactive front-end logistics support to meet both humanitarian relief and project needs and requirements. S/he will ensure the compliance achievement to Donor Grants and uphold high standards in procurement and logistics ethics. S/he will oversee office security and general administration of procurement and logistics. This role involves strategic sourcing, contract negotiation, and overseeing the efficient flow of goods and services to meet the organization's objectives.
Responsibilities
Procurement
- Process purchase orders for materials, services, and consulting services.
- Monitor procurement, shipping, and delivery of materials for all procurement requests.
- Work with suppliers to know product availability and assure competitive pricing.
- Communicate current pricing and availability to Program Managers (PMs) and/or Program Coordinators (PCs).
- Proactively manage project materials cost against estimated project costs to ensure budget efficiency objectives are met.
- Prepare procurement plans including preparing and launching tenders, in cooperation with the procurement committee, both locally and internationally.
- Assist PMs and/or PCs in applying accurate and current materials costs to estimates and change orders.
- Responsible for reviewing and updating all contracts including management and payment verification of these contracts.
- Assist PMs/PCs and the Finance & Admin Team (FAT) to ensure accurate and timely invoicing including monitoring procurement of materials for all solutions.
- Ensure all procurement is carried out according to the Project HOPE procurement manual and donor requirements, especially creating files for documentation, updating the documents, and maintaining the files.
- Tracking of material deliveries, collection, and storing of all shipping documents in a timely and cost-effective manner.
- Assist PMs/PCs in scheduling and coordinating the delivery of vendors' and subcontractors' materials.
- Keep the project team well informed of any changes or updates in material availability.
- Assist project team in developing and maintaining document project process as well as monitoring compliance of projects with established procedures.
- Communicate with and maintain positive relationships with PMs and the respective project teams as well as with vendors.
- Ensure all organization's assets are kept to safety standards, and coordinate the schedule of maintenance and service.
- Maintain cleanliness and organize the storage.
- Play supervisory role for the Procurement Officer and Travel Assistant, including performance monitoring and appraisals.
- Performs any other related duties as required.
Logistics
- Coordinate the transportation of goods, both domestically and internationally, considering cost, efficiency, and sustainability.
- Oversee inventory management, including storage, distribution, and disposal of assets.
- Liaise with customs and other regulatory authorities to facilitate smooth import/export processes.
- Implement logistics strategies to optimize the supply chain.
Qualifications
- A university degree in a relevant field or a combination of experience and education working in this sector or supply chain management.
- A minimum of 5 years experience in managing assets, procurement processes, and logistics operations.
- Past work with local NGOs and/or international donor-funded programs is preferred.
- Experience in emergency response operations is an advantage.
- Ability to communicate effectively with others, both oral and written
- Able to write and speak both Indonesian and English.
- Knowledge of Microsoft Office programs.
- Able to travel across Indonesia.
- High analytical and reporting skills.
- Ability to effectively build positive relationships with customers and co-workers.
- Team player with excellent planning skills.
- Ability to solve problems in the field with suppliers
Application Process
The closing date for application is December 23, 2023. This position is designated for Indonesian citizens only. Interested candidates shall submit their application letter and CV (both as attachments only in doc, docx, pdf) to recruitment.yph@gmail.com with the subject PLC - [your name]. Do not send any documents unless you are requested to do so. Amendments to the position’s terms of reference may be made during the period of the engagement as required. Only short-listed candidates will be notified for interviews.
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