Senior Admin, Logistic and Data Assistant

Overview

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.

 

CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.

 

At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication, and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skill sets and life experiences. CHAI is deeply grounded in the countries we work in, with the majority of our staff based in program countries. Learn more about our exciting work: http://www.clintonhealthaccess.org

 

CHAI is an Equal Opportunity Employer, and is committed to providing an environment of fairness, and mutual respect where all applicants have access to equal employment opportunities. CHAI values diversity and inclusion, and recognizes that our mission is best advanced by the leadership and contributions of people with diverse experience, backgrounds, and culture.

 

Program Overview

 

CHAI is implementing a GiveWell-funded implementation research (IR) program to support the introduction of Lenacapavir (LEN), a twice-yearly long-acting injectable HIV prevention product, in Indonesia. Over a 2.5-year period, the program will assess the feasibility, acceptability, and performance of LEN delivery across two service delivery models: community/private clinics and designated key-population (KP)-friendly public health centers (Puskesmas), targeting approximately 7,000 individuals from key populations, including men who have sex with men (MSM), transgender women (TGW), people who inject drugs (PWID), and female sex workers (FSW), across approximately 20 sites in West and East Java. The study aims to generate evidence on LEN uptake, continuation, cost, and acceptability to inform the Ministry of Health's decisions on national scale-up, policy inclusion, and sustainable financing. Program activities include regulatory approval through Indonesia's National Agency of Drug and Food Control (BPOM) and its Special Access Scheme (SAS), and ethical review by an Institutional Review Board (IRB); Lenacapavir procurement and distribution; monitoring and evaluation (M&E) framework development with the Ministry of Health; provider & community training; and demand generation. Data collection is both quantitative, drawing on extraction from SI PrEP and the National HIV and AIDS Program Information System (SIHA) plus provider surveys, and qualitative, through key informant interviews.

 

Position Overview

 

The Senior Admin, Logistic, and Data Assistant will support two related sets of functions. First, the role will support the day-to-day logistics and data functions of CHAI's GiveWell-funded Lenacapavir implementation research program in Indonesia, working under the guidance of the Program Officer: Lenacapavir commodity procurement process, progress tracking and distribution to study sites, support data collection, cleaning, and quality checks, and help maintain program dashboards and inventory records. Second, the role will serve as a general administrative resource for CHAI Indonesia's operations team, supporting office administration, procurement and vendor coordination, travel and logistics arrangements, meeting and event support, and document and filing management across programs, not limited to HIV Program. Consistent with CHAI's Level 3 career level, the role is expected to perform defined analytical and transactional tasks that involve multiple steps, with some latitude to propose solutions to issues with an unclear cause. The role will be based in Jakarta with periodic travel to study sites in West and East Java.

Responsibilities

• 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.

Qualifications

• 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.

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