Logistic Officer
Based in Jakarta, Indonesia
Los Angeles-based AIDS Healthcare Foundation (AHF), a non-profit, is a global organization providing cutting-edge medicine and advocacy to more than 500,000 patients in 36 countries. We are the largest provider of HIV/AIDS medical care in the U.S. AHF Indonesia started to work based on the memorandum of understanding with the Government of Indonesia on 2016. We will start the program and work in 2 provinces: Jakarta and West Java.
AHF Indonesia is looking for a competent candidate for the positon of Logistic Officer. Logistic Officer is responsible to support Indonesia program implementing by providing day-to-day administrative and functional management of the programs activities and staff. S/he will develop and implement a scope of work and related operational policies and procedures, and provides operational planning and budgeting.
Qualifications and experience:
Education and/or Experience
- Bachelor’s degree (B.A.) from four-year college or university
- Two to five years related experience, preferably in a field directly related to operational duties including human resource management and capacity development, supplies and procurement management.
- Experience working in healthcare delivery systems is and added advantage.
- Experience working with INGO
- Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
- Be able to meet deadlines and cope with a large number of tasks at one time.
- Team players, service-minded and able to work under pressure.
Skills and Specifications
- Proficiency with word processing, spreadsheets and presentation software;
- Proficiency with internet search and electronic mail use; and;
- Good communication and interpersonal skills;
- Ability to read and interpret documents such as policy documents, safety rules, operating and maintenance instructions, and procedure manuals;
- Ability to write routine reports and correspondences;
- Ability to speak effectively before groups of employees or other people.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form;
- Ability to deal with problems involving several concrete variables in standardized situations;
- Ability to work under pressure and meet deadlines;
- Make decision and solve problems in complex situations.
- Be able to travel within the country and the countries of Asia Bureau;
- Needs to be sensitive to patient population and issues surrounding HIV/AIDS;
- Ability to prioritize tasks in a rapidly changing environment;
- Ability to prepare reports, provide team leadership and guidance;
- Be a strategic thinker, have good organizational and planning skills and ability to prioritize tasks and work quickly and accurately to meet deadlines;
- Ability to communicate effectively in English in a variety of settings such as staff meetings, discussions with partners, and training workshops;
- Flexible, proactive and able to organize work independently as well as work in a team.
- Ability to effectively present information in both written and oral forms.
Essential Duties & Responsibilities
Administration
- Ensures the implementation and adherence to the operating policies and procedures and participates in the review of the policies and procedures as the need arises;
- Manage all day-to-day office administrative activities
- Serve as the point person and liaison to AHF Corporate headquarters with regards to Human Resources and Information Technology issues;
- Assist the Country Program Manager on operational issues such as rental/ lease agreements, equipment management, vehicle management and supply management;
- Participates in various meetings as assigned as well as taking the lead in relevant meetings e.g. operational/ administrative meetings;
- Assist the Country Program Manager on annual budget development and management, monitoring of cash flow and variances in the program budget;
- Provide management support for constructions and renovations for the program, filing system;
- Managing vendors and keeping track of cycle of all maintenance;
- Keeping records of Visiting Cards, Utility Payments, Printing of Stationary;
- Conduct staff needs assessments and recommend trainings based on gaps identified;
- Plan, organize and participate in training, coaching, mentorship and support supervision activities for all cadres of staff under the Indonesia program and projects as may be required;
- Work with site technical teams in consultation with the Country Program Manager to develop annual training work plans;
- Liaison with external agencies (police / municipalities / corporation / premise security agencies)and government bodies;
- Seek training opportunities for project and partner staff from other institutions through networking, collaborations and partnerships;
- Take minutes for the meeting as assigned;
- Ensure good service, security of organization, employees, customers, and partners;
- Check and manage effective use of the office’s supplies and stationeries and draft letters and documents, reply letter, invitation letter other organizations and institution concerns;
- Organize and maintain regular inventory/ assets list of property of the organization at every six months basis in cooperation with finance department;
- Coordinate with Travel Agencies for Airlines bookings, Hotel bookings & Car arrangements for employees & guests;
- Perform other duties as required.
Human Resources
- Monthly updating of the Leave records of all the Employees and following up for the Leave applications with the Employees;
- Query and grievances handling of the Employees;
- Coordinate with HR Department to issue Offer Letters, Appointment Letters, Transfer Letters & Confirmation Letters;
- Maintaining the records of the employee by maintaining their personnel file;
- Handling recruitment processes:
Pre recruitment
a) Getting requirement from each department;
b) Recruitment announcement posting;
a) Getting requirement from each department;
b) Recruitment announcement posting;
Post Recruitment
a) Reference Check;
b) Joint formalities;
c) Personnel File Creation;
a) Reference Check;
b) Joint formalities;
c) Personnel File Creation;
