General Summary and Background
The Procurement and Supply Management
project will be the primary vehicle through which USAID 1) procures and
provides health commodities, 2) provides technical assistance to improve
partner countries’ management of the supply chain, and 3) collaborates with key
international stakeholders to support global health initiatives. The Jakarta
office will focus on providing supply chain technical assistance to the
Ministry of Health’s Subdirectorates responsible for HIV/AIDS, TB, and
Laboratories, as well as the Indonesia AIDS Coalition (IAC).
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 closely with the Country Director, Senior 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.
- Supervise Procurement and Training Officer in handling office procurements, including reviewing RFQs and RFPs, reviewing comparative evaluation matrix and its supporting documents such as, price quotes from suppliers, selection memos, negotiation memo, overseeing the delivery and inspection of goods to ensure 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.
- 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 on-boarding 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 Operations & Training Coordinator as assigned and provide routine performance feedback.
- Ensure strict compliance with USAID regulations and Chemonics’ standard policy and procedures at all times.
- Update project procedure and policy manuals as necessary and in coordination with the Chemonics home office.
- Lead the Startup and Closeout teams in operation tasks as needed..
- Perform 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 in
Jakarta. Local travel to Papua and other provinces may be
required.
Supervision
The Operations Manager will report directly to
the Country Director/Indonesia or his/her designee.
Level of Effort
Long-Term Fixed Term;
full time (40 hours per week)
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.
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