Logistics & IT Officer

The Logistics & IT Officer is responsible for warehouse management, vehicle fleet management, IT support, and office facilities to ensure well-organized logistic data and smooth operations. The role involves coordination with multiple teams and third parties, data analysis, and reporting to support asset verification, stock tracking, and vehicle use.

Responsibilities

• Liaison with Logistics, Safety & Security Coordinator and third party warehouse management for day-to-day operations.
• Coordinate with HRP Manager for warehouse activities.
• Compile warehouse reports and conduct annual physical warehouse checks.
• Monitor and update warehouse rent and performance.
• Coordinate with procurement for incoming goods.
• Manage stock movement and shipping to response areas.
• Lead the process of disposal, replenishment, packing and unpacking.
• Conduct annual audits and update NFI price list to Finance Department for depreciation.
• Perform administrative management and documentation of new assets, asset transfer, disposal and repair.
• Ensure assets are capitalized, maintained, used, and appropriately disposed throughout their life cycle.
• Conduct periodic inspections of assets in the field.
• Manage and ensure the function and adequacy of office facilities.
• Settle payments and purchases of office utilities.
• Manage and ensure availability of office supplies.
• Record and inventory office supplies such as stationery, kitchen and cleaning materials.
• Supervise Office Boy, Receptionist, Drivers and Security.
• Ensure all vehicles comply with tax obligations and insurance, escalate potential fleet risks.
• Ensure vehicles use stickers according to YPII values and local safety guidelines.
• Maintain and service vehicles on time according to operating manuals.
• Create and review fleet project budgets with PM to ensure transport needs are met cost-effectively.
• Plan and optimize all fleet movements.
• Monitor and document all fleet costs.
• Ensure all documents and emergency equipment are carried on every trip.
• Monitor driver journey and activity, refueling and service procedures on site and through Track point system.
• Update all fleet data and information in FMS (Track point) timely and consolidate reports from each PIA.
• Ensure fleet meets all KPIs and draw up action plans to improve efficiency if needed.
• Review and follow up all complaints received.
• Install and configure software and hardware as directed by the IT team in Jakarta.
• Serve as focal point for IT issues in PSO and PIA and communicate with IT team in Jakarta for resolution.
• Assist IT team in Jakarta to ensure implementation of data privacy policy.
• Liaise with IT vendors in PIA and PSO regarding IT asset service and maintenance including licensing and warranties.
• Manage and update YPII legal documents including domicile letter, foundation deed, foundation register sign, and activity permit.
• Record and file lease agreements, office building insurance, third party contracts for general services, security guards, office equipment rental and maintenance.
• Arrange visa applications for staff and prepare invitation letters for visitors including support documents.
• Carry out safeguarding, PSHEA, and GEDSI principles in planning, risk mitigation, implementation, documentation, monitoring, evaluation, and reporting.
• Commit to building professionalism, culture of protection, prevention of violence, and courage to report any violence against children and program participants.
• Participate in face-to-face induction and/or Safeguarding, PSHEA, and GEDSI training and refresher training through Plan Academy platform and recertify promptly.

Requirements

• Bachelor's degree in Information Technology, economic management, business administration, logistics, data management or any relevant field.
• At least 2 years of experience in logistics in a private company or organizations/NGOs.
• Knowledge of data management using various platforms.
• Demonstrated knowledge and track record in logistics management.
• Good oral and written English communication skills.
• Experience in asset and vehicle management.
• In-depth understanding of logistics management regulations.
• Good quality of analytical skills and able to provide good technical advice.
• Have initiative and be proactive in performing her/his functions.
• Can work together in a team or individually.
• Ability to work in a multidisciplinary and multicultural environment (desired).
• Have good hospitality and service-oriented (desired).
• Meticulousness and attention to detail (desired).
• Demonstrate data management skills (desired).
• Able to operate MS Word, Excel, and Access at a fairly good level (desired).

Skills

• Logistics Management
• Data Management
• Asset Management
• Vehicle Management
• Warehouse Management
• IT Support
• Stock Tracking
• Data Analysis
• Report Writing
• MS Word
• Excel
• Access
• Logistics Regulations
• Technical Advice
• Multi-disciplinary Coordination

Languages

English