Senior Admin, Logistic and Data Assistant

• Prepare, track, and record Lenacapavir commodity movement from procurement through distribution to approximately 20 study sites across West and East Java, including shipment, customs clearance, and storage documentation.
• Maintain accurate inventory and stock records at central and site levels, and flag potential stock outs or overstocking to the Program Officer.
• Support the proper storage and handling of Lenacapavir at study sites in line with product and regulatory requirements.
• Ensure accurate recording and processing of financial and inventory information related to Lenacapavir commodity logistics and general office procurement, in line with CHAI's and the donor's requirements.
• Extract, compile, and clean program data from SI PrEP and SIHA on Lenacapavir uptake and continuation, following the M&E framework developed with the Ministry of Health.
• Perform routine data quality checks (completeness, consistency, and accuracy) on data from study sites, and follow up with site staff to resolve discrepancies.
• Maintain and update program dashboards and trackers to support routine monitoring of logistics and data indicators.
• Support the coordination of provider surveys and key informant interviews (KIIs), including scheduling, materials preparation, and data compilation.
• Operate standard logistics tracking tools and data systems (e.g., Excel, inventory trackers, and SI PrEP/SIHA interfaces) to complete tasks accurately.
• Provide day-to-day administrative support to the CHAI Indonesia country office, including managing office supplies, filing and document management, and general correspondence, across programs beyond HIV Program.
• Support procurement processes for the country office and program teams, including collecting quotations, preparing purchase requests, and liaising with vendors and service providers, in line with CHAI's procurement procedures.
• Coordinate travel logistics for staff and consultants, including transportation, accommodation, and travel documentation, for both Lenacapavir program activities and other CHAI Indonesia programs.
• Support the planning and logistics of internal meetings, workshops, and events, including venue and catering arrangements, materials preparation, and participant coordination.
• Maintain organized digital and physical filing systems for administrative, contractual, and program records in line with CHAI's document retention practices.
• Support office maintenance activities in coordination with the Admin and Procurement Officer to ensure a well-maintained working environment.
• Provide administrative and logistical backup to other CHAI Indonesia program teams during periods of high workload or staff absence, as directed by the Operations team.
• Manage competing logistics, data, and administrative priorities assigned by the Program Officer and Operations team, adjusting task order as program and operational needs change.
• Quality assure own work (e.g., inventory records and data extracts) to ensure transactional tasks are completed with limited errors.
• Maintain routine, clear written and verbal communication on logistics, data, and administrative matters with staff and vendors; proactively report the status of assigned tasks (e.g., stock levels and data extraction progress) and raise questions or issues appropriately.
• Develop solutions to defined logistics or data issues with an uncertain cause (e.g., a data discrepancy or a delayed shipment), escalating when needed; identify, evaluate, and select the most appropriate solution in consultation with the relevant supervisor.
• Identify and build working relationships with site-level logistics and data focal points, vendors, and internal operations colleagues to effectively perform assigned tasks.
• Provide guidance to site-level data entry staff or volunteers on data collection tools and procedures, and coordinate with level 4 Officer to review their outputs for accuracy within the scope of assigned tasks.

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Statistics, Public Health, Information Systems, or a related field.
• Minimum of one to two years of relevant professional experience, ideally in logistics, office administration, data management, or public health programs.
• Experience with inventory or commodity tracking, ideally for health products.
• Experience with general office administration, procurement, or travel coordination.
• Strong data collection and basic data analysis skills, with high attention to detail and accuracy.
• Proficiency in Microsoft Excel or similar spreadsheet tools.
• Ability to manage competing priorities and complete transactional tasks with limited errors.
• Clear, concise written and verbal communication skills.
• Willingness to travel to study sites in West and East Java.

Advantages

• Experience with health commodity logistics or cold chain management.
• Familiarity with Indonesia's HIV information systems (SI PrEP and/or SIHA) or experience with health facility data extraction.
• Prior experience in an administrative, operations, or office management role supporting a country program or NGO.
• Professional working proficiency in English and Bahasa Indonesia.
• Prior experience supporting HIV, PrEP, or other public health programs.