ISLAMIC RELIEF PURPOSE:
To
promote sustainable economic and social development through development
programme, helping the needy regardless of race, religion or gender.
COUNTRY PURPOSE:
The
IR programme in Indonesia was established in 2003 with one project
office catering for development activities in Banten province.
In
2004 IR expanded its coverage to include Aceh province targeting
victims of the earthquake and the giant tsunami waves in the devastated
Aceh province then in October 2009, IR expanded its coverage to include
West Sumatra province also targeting victims of the earthquake and
implementation of emergency disaster relief.
The main sectors for Indonesia Program are health, disaster preparedness, education, shelter, livelihood and orphans support.
The geographical areas of operation are Aceh, Banten, West Jaya, NTB and West Sumatra provinces.
REPORTING LINES:
Post holder reports to : Business Support Manager
Sub-ordinates: Logistics and Administration Officer
KEY DUTIES AND RESPONSIBILITIES:
1. General :
1. Participate in Project coordination team planning and implementation of activities.
2. Ensuring and execute procurement plan of all projects accordingly
3. Ensuring
and monitoring the implementation of logistics/technical activities
according to IRI procurement and logistic SOP and time frame including
the following:
a. Supply:
implementation and maintenance of an appropriate supply chain
procedures for the project (Order Processing, Procurement, Warehouse and
Transport and Customs).
b. Logistics:
(transport of goods and staff, communications, vehicles,
equipment/installation and infrastructures, installation and maintenance
of functional office spaces)
4. Lead
and Monitor the tendering process including ensuring proper tender
document produced, tender evaluation, tender award, and assessing the
quality of work, etc.
5. Responsible
in managing suppliers/vendors lists and activities, screening,
reviewing proposals, developed performance specifications, and act as
liaisons between supplier/ vendors and organizations.
6. To
ensure proper managing of IRI assets including categorization,
acquisition, record keeping, assigning, usages and responsibility,
movement & transfers, disposal and retirement of assets, etc.
7. Compile,
review, and maintain all logistic and procurement data (e.g. contracts,
tender documents, etc) according to IR archiving policy.
8. To
ensure proper managing vehicle according to IRI SOP including
purchasing of vehicle, vehicle usage, maintenance, reporting, retirement
and vehicle disposal
9. Responsible for storage data and monitor vehicle registration and insurance status.
10. Respond to customer and supplier inquiries about order status, changes, or cancellations.
11. Responsible for scheduling or expediting deliveries and to resolve shortages, missed or late deliveries, and other problems.
12. Reviewing requisition orders in order to verify accuracy, terminology, and specifications from program teams.
13. Monitor contractor performance, recommending contract modifications where necessary.
14. Responsible
in travel arrangement including ticketing, accommodation, travel
permit, visas, etc for IRI staff and guest according to IRI policy.
15. Responsible
in determining proper storage methods, identification, and stock
location based on turnover, environmental factors, and physical
capabilities of facilities.
16. Maintain
and update records on the use and/or damage of stock or stock handling
equipment. Inspection of stock items for wear or defects, reporting any
damage to supervisors.
17. Prepare
and maintain records and reports of inventories, price lists,
shortages, shipments, expenditures, and goods used or issued.
18. Responsible
to monitor in-house inventory movement and complete inventory transfer
forms for book keeping purposes. Coordinate with related departments to
manage inventory / assets at multiple office locations
19. Coordination with finance staff on preparing the payment request for all procurement activities according to payment check list
20. Supervise the duties of Logistics and admin Officer.
21. Perform any other duties as required by Business Support Manager.
SKILLS AND COMPETENCIES:
- At least 5 years work experience in a similar job
- Bachelor Degree from Social, Bussines Development or Administration Management or similar field studies
- Two years of proven experience in leading and managing multiple program and / or office management in Sub National level
- Experience of communicating and representation with a range of people, organizations and cultures
- Knowledge and practical understanding of and ability to work within both relief and development activities
- Results and Quality Orientation
- Familiar with internet, e-mail and computer literacy
- Able to communicate in English and Bahasa Indonesia, both written and verbal
- Good interpersonal and communication skills in Bahasa Indonesia and cross-cultural environment
- Proven ability to be flexible in demanding situations
- Capacity to work under time pressure and sometimes extra hours
- High level of motivation
- Attention to detail and the ability to be systematic and organized
- Accountable and Takes a proactive approach to handle the jobs
- Actively establishes and maintains high standards
Strong
interest in development work with respect for confidentiality and
commitment to Islamic Relief overall aims and objectives, including
gender, equality and equal opportunities in all aspects of Islamic
Relief’s work.
Islamic
Relief is a faith based-non government organization that respects
diversity and inclusiveness. Applicants from diverse religions, gender,
race, and physical impairment are encouraged to apply..
ACCOUNTABILITY:
All
Islamic Relief team members are expected to support all efforts towards
accountability, specifically to our beneficiaries and to international
standards guiding international relief and development work while
actively engaging beneficiary communities as equal partners in the
design, monitoring and evaluation of our field project
Please send only your application letter and CV to the email address: hrislamic@islamic-relief.or.id
Applications
submit directly to Islamic Relief Indonesia Office will not be
considered.. Women are strongly encouraged to apply for this position.
Only short-listed candidates will be contacted
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