Company Overview:
Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Project Overview and Role:
MENTARI (Menuju Transisi Energi Rendah Karbon) is an ambitious four-year programme that formally started on 6th January 2020. The programme aims to deliver inclusive economic growth and poverty reduction in Indonesia, by supporting the uptake of low carbon energy. Led by the British Embassy Jakarta, MENTARI is implemented by Palladium International Indonesia in consortium with Castlerock Consulting and Hivos.
The programme has a specific focus on developing the low carbon energy sector to best support the disadvantaged communities, and specifically those in eastern Indonesia. By working closely with the Government of Indonesia and other stakeholders to improve the enabling environment and drive investment, MENTARI will demonstrate the possibilities of low carbon energy for Indonesia's economic development, job creation and social inclusion, while helping to mitigate climate and environmental impacts.
MENTARI is seeking to engage an individual in the role of Procurement &Contract Officer who will support the procurement aspect for MENTARI for general programme and all strand’s activities, particularly for the demonstration project.
Primary Duties and Responsibilities:
Under the direction of the Programme Manager, the Procurement &Contract Officer will:
1. Provide guidance on preparation, publishing of bidding announcements and consultation of pre- bid meeting for works and services, through clearance by the Project Manager;
2. Responsible to develop and maintain MENTARI Procurement Plan, in coordination with Strand
Leads, and make sure they are forecasted appropriately;
3. Prepare and complete the procurement process for goods and services at any given value to ensure that each step of procurement process and documentation from Purchase Requisition to the Selection of Supplier have been completed accordingly, adopt the Value for Money (VfM) principles and provide reasonable deadline for completion;
4. Assist with preparation of Terms of Reference and/or technical specifications for materials, goods, and services, for contracts, acquisitions, and procurements, in collaboration with the program team;
5. Prepare and obtain necessary signature and approval on Purchase Orders and relevant Agreement based on the Expenditure Authorities and Signature Authorities (EASA) and Country Compliance Table for Indonesia;
6. Archive procurement documents based on the completion of procurement activities both in hard copies and soft copies and ensure that all approvals are available and records are safely secured;
7. Maintain Contracts Register database on Palladium Hub and ensure an up-to-date information has been uploaded in the system, in coordination with the Finance & Administration Officer;
8. Assist MENTARI Sumba office and responsible for the selection and management of MENTARI Preferred Supplier database;
9. Manage the Blanket Purchase Agreements and control their assignment through the issuance of Task Orders as requested and approved by respective teams;
10. Ensure all approvals and procurements records are kept safely and filed appropriately, and meet the minimum audit standards;
11. Prepare and complete supporting document for invoices from Suppliers;
12. Monitor and update the Contract Management System and Supplier Database on a regular basis;
13. Raise any issue or concern regarding any incomplete procurement documentation or delay in milestone or invoice submission by contracted Suppliers;
14. Communicate all delivery schedules corresponding to grant and operations procurements, including the projection of related expenses and verify deliverables are complete and timely; and
15. Other duties as may reasonably be required by the Program Manager, consistent with the incumbent's qualifications and experience.
Required Qualifications:
The Procurement & Contract Officer is required to possess the following qualifications and experience:
Required:
I. Degree in Finance, Accountancy or other relevant qualification;
II. Minimum 5 years’ experience as Procurement and Contract Officer or equivalent post, working experience on development projects and bilateral donor projects;
III. Thorough understanding of IT systems, including advanced computer skills in Microsoft Office; IV. Demonstrated strong understanding of procurement principles and practices.
V. Demonstrated ability to promote and initiate work processes and complete given assignments with minimum supervision;
VI. Preferably have the procurement experience related with the energy sector;
VII. Ability to communicate effectively, both verbally and in writing;
VIII. Excellent written and verbal communication skills in Bahasa Indonesia, fluency in English advantageous.
IX. Sound problem solving and decision making skills;
X. Demonstrated ability to work independently and as a part of a team;
XI. This position is only open to Indonesian citizens, other nationalities need not apply.
Preferable:
I. Experience working with the the UK Foreign, Commonwealth & Development Office (FCDO) (formerly FCO/DFID) procurement rules and legal aspect.
II. Experience with procurement and tendering of energy systems, for either private or public projects, particularly mini-grid photovoltaic.
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