Logistics & IT Officer - Kupang

About Plan International

Plan International is a globally recognized development and humanitarian organization dedicated to advancing children’s rights and promoting gender equality for girls. Established in Indonesia in 1969, Yayasan Plan International Indonesia (Plan Indonesia) operates as the national entity, implementing Country Strategy 5 (CS 5) from 2022 to 2027. Aligned with Plan International’s global mission, Plan Indonesia focuses on both development and humanitarian efforts, with a strong emphasis on supporting children and young people—particularly girls—during emergencies. As a disaster-prone country, Indonesia benefits from Plan Indonesia’s commitment to addressing the unique needs of vulnerable populations in crisis situations.

The Role

The Logistics & IT Officer plays a pivotal technical role in managing warehouse operations, vehicle fleet logistics, IT support, and office facilities. This position is responsible for maintaining accurate and organized logistics data, including asset tracking, inventory management, fleet operations (fuel recording and vehicle maintenance), and IT troubleshooting. The role requires seamless coordination with internal teams, third-party logistics providers, and external stakeholders to ensure operational efficiency and compliance with organizational standards. By collaborating closely with the Procurement, Safety & Security, and HRP teams, the Logistics & IT Officer will contribute to data-driven decision-making through comprehensive monthly logistics reports, asset verifications, stock tracking, and vehicle utilization analysis.

Key Responsibilities

Warehouse Management

• Serve as the primary liaison with the Logistics, Safety & Security Coordinator and third-party warehouse management to oversee daily operations and ensure alignment with organizational policies.
• Coordinate warehouse activities with the HRP Manager to facilitate seamless logistics support for response initiatives.
• Compile and submit warehouse reports, including annual physical inventory checks, to maintain transparency and accountability.
• Monitor warehouse rental agreements and performance metrics to optimize cost-efficiency and operational effectiveness.
• Collaborate with the Procurement team to manage incoming goods, stock movement, and shipments to response areas.
• Lead disposal, replenishment, packing, and unpacking processes to maintain inventory accuracy and compliance.
• Conduct annual audits to ensure adherence to financial and operational standards.
• Update the Non-Food Items (NFI) price list for the Finance Department to facilitate accurate depreciation calculations.

Asset Management

• Administer the documentation, transfer, disposal, and repair of organizational assets to ensure proper capitalization, maintenance, and lifecycle management.
• Perform periodic inspections of assets in the field to verify condition, usage, and compliance with organizational policies.

Office Management

• Oversee the functionality and adequacy of office facilities, ensuring a conducive work environment for staff and stakeholders.
• Manage utility payments and top-ups, including electricity credits, internet services, drinking water, and UPL levies, to maintain uninterrupted operations.
• Ensure the availability of essential office supplies, including stationery, kitchen, and cleaning materials, while maintaining accurate inventories.
• Supervise the Office Boy, Receptionist, Drivers, and Security personnel to uphold operational standards and team cohesion.

Fleet Management

• Ensure all vehicles comply with tax obligations and insurance requirements, promptly escalating any potential fleet risks to mitigate operational disruptions.
• Verify that all vehicles display required stickers, such as those prohibiting weapons, and adhere to local safety and communication guidelines.
• Coordinate timely vehicle maintenance and servicing across all Plan Indonesia site areas to prevent breakdowns and extend asset lifespan.
• Collaborate with Project Managers to review and approve fleet project budgets, ensuring cost-effective transport solutions that meet operational needs.
• Optimize fleet movements to enhance efficiency and reduce unnecessary costs while ensuring all trips are well-documented.
• Monitor and record all fleet-related expenses, including fuel consumption, servicing, and emergency equipment compliance for every trip.
• Track driver activities, refueling procedures, and service compliance using the Track Point system and other monitoring tools to ensure adherence to policies.
• Update all fleet data in the Fleet Management System (FMS) and consolidate reports from each Plan Indonesia Area (PIA) to maintain accurate records.
• Monitor fleet Key Performance Indicators (KPIs) and develop action plans to address any deviations, ensuring continuous improvement in operational performance.

This role demands a proactive, detail-oriented professional with strong organizational, analytical, and technical skills to support Plan Indonesia’s mission of advancing children’s rights and gender equality through efficient logistics and IT infrastructure.