Senior Supply Chain Officer

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International has operated since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the Fiscal Year (FY) 2023 to 20 2 7, where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls”. Our ambition is to enable at least 3 million girls and young women to Learn (gain skills for work), Lead (empower to take action on issues that matter to them), Decide (have control over their own lives and bodies), and Thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes. Within the context of VUCA (Volatile, Uncertain, Complex, and Ambiguous) world, an NGO like Plan Indonesia, has to adapt and innovate to ensure that we stay relevant, impactful and sustainable.

The Opportunity The Senior Supply Chain Officer will lead a team responsible for day-to-day procurement & logistics activities at the Country Office (Indonesia), serving as the Regional HUB, to support a project funded by Google in the Asia region focused on the mental wellness of young people in the digital space. Their primary focus will be to ensure that the Procure-to-Pay (P2P) process aligns with the standards outlined in the Supply Chain Operations Manual and adheres to Donor Regulations. The officer's goal is to support the implementation of programs and sponsorships, facilitate deliveries, and enhance operational efficiency. This position will report to the Supply Chain Manager and will be actively coordinated with the Regional Project Manager, Procurement Coordinator and Logistics, Safety & Security Coordinator.

Key Responsibility

Implement Country-Wide Supply Chain Policies and Procedures

Assist socialization and implement supply chain policies and procedures covering planning, purchasing, travel, and compliance.

Procurement Roles

Managing Google Project Procurement/Services (Regional Project)

Analyze YPII’s principles of value for money & transparency are followed when purchasing goods and services.

Analyze whether the purchasing activities in YPII are in line with policies and procedures.

Analyze and maintain PO, especially for the Google Project, to ensure all supporting documents are completed in line with the Delegation of Authority.

Monitor and compile the annual procurement plans of the Country Office and monitor the implementation

Monitor all contracts, agreements, and Memorandum of Understanding that relate to the purchase of goods and services.

Support the Procurement Coordinator in drafting procurement tenders for advertisement, following procurement guidelines, open and closed tender procedures, and performing bid analysis with the tender panel.

Analyze the procurement process as requested by projects, ensuring the completeness of procurement documents and a fair evaluation of the selection process.

Conduct monthly checks of open POs in SAP and prepare corrective actions with support from the Procurement Coordinator. Prepare Purchase Orders, including recurring POs, and ensure they are delivered to the relevant suppliers, with receipt acknowledged.

Maintain and update the supplier database to adequately support the needs of the country program at all levels.

Provide training for project staff on procurement procedures in the absence of the Procurement Coordinator.

Prepare the supplier database, which is able to adequately serve the needs of the country program at all levels in liaison with the Procurement Coordinator

Conduct periodic evaluations of supplier performance, documenting observations, challenges, and suggested solutions for future improvements in logistics practices.

Prepare Request for Quotation, Request for Proposal, tender documents, and invitations, and submit them for review to the Procurement Coordinator.

Support LTA’s (Long Term Agreement) process to improve procurement effectiveness and vendor capacity.

Perform bidding/tender comparative analysis

Support the supplier pre-qualification process and negotiate pricing and supply contracts to secure better deals.

Review and approve procurement checklist documents

Maintain and update the vendor list and procurement catalogue on a monthly basis to ensure accuracy and efficiency.

Develop a vendor questionnaire form and a vendor visit form to facilitate the assessments.

Conduct regular market surveys to identify and pre-qualify potential suppliers, ensuring optimal value through effective sourcing of goods and services. This process will be carried out under supervision from the Procurement Coordinator.

Prepare pre-qualified documents for induction sessions for all vendors on a regular basis regarding the code of ethics and safeguarding policies.

Register new suppliers in the system and ensure the completion of all required documentation for compliance and record-keeping

Logistics Roles for Jakarta Office

Asset Management

Notify the Logistics Coordinator of any purchases related to assets, furniture, fixtures, etc., to facilitate the updating of the asset register, ensure accurate tracking of asset movement, and maintain proper filing of all relevant documentation.

Report any stock movement to the Logistics Coordinator to keep them informed of inventory changes and ensure accurate tracking.

Monitor disposal assets, ensuring adherence to established procedures and that disposals are executed in a timely and transparent manner.

Assist the Logistics Coordinator in conducting the annual physical inventory of assets.

Prepare documents for the disposal process based on lifetime usage, project end or office closure

Office facilities & maintenance

Manage and ensure the function and adequacy of office facilities as needed.

Record/inventory office supplies such as stationery, kitchen, and cleaning materials

Manage and ensure the availability of office supplies as needed

Settle the payments/top-ups/purchase of office utilities (electricity credit, internet, drinking water, UPL levy, etc.)

Supervising Office Boy, Receptionist, Drivers, and Security

Warehouse Management

Liaison with Logistics, Safety & Security Coordinator and Third-party warehouse management for day-to-day operations

Coordination with Humanitarian Manager for warehouse activities

Prepare warehouse report & annually warehouse physically check

Update warehouse rent & performance, Coordination with procurement for incoming goods

Update stock movement and shipping to the response area

Prepare the process of disposal, replenishment, packing & unpacking, and physically check coordination with finance every six months.

Annual audit check coordination with the finance team

Update NFI price list to Logistics Coordinator for depreciation

Maintain relationship with vendors (warehouse, transporter, building maintenance, etc.)

Fleet Management

Monitor all vehicles are always compliant with tax obligations and insurance, and escalate any potential fleet risks

Ensure all vehicles use stickers according to YPII values, such as "Prohibited Weapons" and local safety and communication guidelines

Monitor the proper use, maintenance, and repair of motor vehicles, motorcycles, and generators.

Create/review fleet project budgets with PM to ensure all transport needs are met and cost-effective

Monitor all fleet movements that are planned and optimized

Monitor all documents and ensure that emergency equipment is carried on every trip

Monitor the driver's journey and activity, refueling and services procedures have been followed both on site and through Track point system

Update all fleet data and information in FMS (Trac point) in a timely manner and consolidate reports from each PIA

Compliance

Provide Information for audit needs.

Assist in reviewing all contracts to ensure they align with the best interests of Plan International and our donors.

Assist in reviewing all policy documents for Plan International, which include the Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy.

Assist in reviewing that all Department contracts are timely reviewed, approved, and signed in accordance with the RACI Matrix

Other

Performs other tasks as assigned by the Supply Chain Manager.

Safeguarding – PSHEA

Ensuring Plan Indonesia Safeguarding and PSHEA principles and standards can be applied in every scope of work, providing goods and services for all program and operational needs of the organization (for example: screening prospective vendors/consultants before signing contracts ensuring all vendors/consultants managed by the Procurement team have received Safeguarding and PSHEA session, Review and ensure all documents include risk analysis and mitigation documents, evidence of having received a brief/induction session on each submission for the paymen...