SUMMARY: The American Red Cross Tsunami Recovery Program (TRP) has been established to direct the organization’s response to the South Asia tsunami disaster. The TRP activities will focus on integrated community recovery and preparedness interventions in tsunami affected countries in Asia and East Africa in collaboration with Red Cross and non-Red Cross partners. In response to the December 26 tsunami and earthquake in Asia and Africa, the American Red Cross (ARC) seeks an experienced procurement and logistics officer to manage business relationships with third party suppliers, vendors, consultants and contractors for the ARC delegation in Indonesia. The Deputy Operations delegate (Procurement & Logistics) will have overall management responsibilities for all delegation procurement needs, including: procurement of materials and small-scale services for project implementation and office operations; supporting procurement needs of the Calang sub-office; warehouse management; and transportation. There will be a heavy emphasis on small-scale procurement of materials for water and sanitation projects. He/She will ensure that all these processes are performed in the most transparent, economical and expeditious way in accordance with ARC requirements. While the Deputy in Operations will devote most of his/her time to logistics and procurement, the Deputy should have other management functional capacities in other program support areas, such as Information Technology, Human Resources and Administrative procedures and will be in-charge, during absences of the Operations Officer.
REPSPONSIBILITIES: This position is responsible for non-financial management aspects of the delegation’s procurement/logistics activities in Indonesia. The TRP Indonesia delegation has approximately 300 expatriate and national staff. Its main office is in Banda Aceh, with a large sub-office in Calang and smaller offices in Lamno and Pulo Aceh. This position oversees the procurement and logistics team in providing support to programs in water and sanitation, health, psychosocial support, and disaster preparedness. The Deputy Operations (Procurement and Logistics) Delegate will work with others to ensure periodic updates the Field Operations Manual as necessary and ensure that all staff has access to the Manual. S/he will ensure all the relevant procurement and logistic operation policies and procedures of the Indonesia Field Office are in accordance with the Indonesian law. The PLO delegate will review all procurement and logistic agreements, proposals and contracts and ensure that they follow ARC policies. Specific responsibilities will include:
• Developing business relationships with third party suppliers, vendors, consultants, and contractors for the delegation; • Managing the solicitation and development of contract proposals, negotiate terms, oversee administration and ensure adequate documentation in accordance with ARC standard operating procedures and accepted best practices as well as local laws and regulations; • Providing technical guidance to staff on procurement procedures; • Managing the delegation’s vehicle fleet including support staff (e.g. drivers, security, maintenance) to ensure an efficient operating environment for staff and visitors; • Overseeing ARC warehousing, and further developing and implementing of logistics, procurement and inventory management systems, ensure adequate documentation and reporting on flow of development supplies and materials; • Producing accurate, regular and timely analytical reports on procurement and logistics; • Coordinating logistics support services to field operations to include planning, acquisition, movement, maintenance, storage and distribution of materials, goods, equipment and supplies; • Maintaining an approved vendor list and analyzing vendor award patterns and ensuring that procurement meets quality standards and within market norms • Monitor the necessary procurement (i.e. services and materials and equipment) for all contracts and agreements are received. • Conducting distribution studies, monitor inventory and analyze requirements to develop strategies to better support service delivery objectives; • Reviewing and implementing procedures and guidelines for the handling, storage and transportation of specific material types and further perform research and/or support special projects critical to the logistics support function; and • Putting procurement processes and procedures in place, including that all relevant staff and ARC partners are fully knowledgeable and in conformity with approved procedures, practices and policies. • Support the TRP Contracts Administrator with small-scale procurement activities related to water and sanitation and construction projects and contracts.
This position reports to the ARC Operations Officer in Indonesia, and will have up to 10 local staff reporting to him/her to carry out his/her responsibilities.
QUALIFICATIONS: Bachelor’s degree in Business, Finance, Accounting or related field, or equivalent experience. Master’s degree preferred. Five to seven years’ experience in procurement and logistics management or related work. Minimum two years’ international work experience, preferably in humanitarian programs. Ability to establish and maintain effective business relationships. Ability to communicate effectively verbally and in writing is essential; communication abilities in Bahasa Indonesia considered a plus. Strong analytical ability required. Detail oriented and an ability to work independently. Experience working in Asia and familiarity with ARC international programs helpful. A service-oriented attitude towards program staff is essential; the candidate must build positive and close relationships with program staff. This position will be based in Banda Aceh and require up to 30% travel, including travel for several days each month to the ARC office in Calang, Aceh Jaya.
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