About the organisation:
Islamic Relief Worldwide is an independent humanitarian and development organisation with a presence in over 40 countries around the globe. Islamic Relief Worldwide is a UK based International relief. We have been fighting poverty and injustice for 30 years, in a world in which over three billion people still live in poverty.
Country Purpose:
Islamic Relief Worldwide in Indonesia was operation since 2003 following the MOU signing with the Ministry of Home Affairs. The objective of IRW in Indonesia programme is to contribute to the social welfare of the Indonesia people and to alleviate the suffering. The main sector for the programme include:
· Water and Sanitation
· Sustainable livelihood
· Education
· Child Welfare
· Shelter
· Disaster Risk Reduction
The geographical area are Banten, NTB, Aceh and Central Sulawesi province directly implementing or through partners.
REPORTING LINES:
Post holder reports to : HR & Admin Manager
KEY DUTIES AND RESPONSIBILITIES:
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 assesing the quality of work, etc.
5. Responsible in managing suppliers/vendors lists and activities, screening, reviewing proposals, develope performance specifications, and act as liaisons between supplier/ vendors and organizations.
6. To ensure proper managing of IRI assets including categorization, aquisition, 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, accomodation, 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 HR & Admin 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.
HOW TO APPLY:
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
The deadline for submitting applications is: 9 August 2019. The position may be filled upon finding the right applicant before the deadline.
Islamic Relief World (Indonesia) is committed to safeguarding and PSEA and have systems in place to provide conducive work environment.
