Background
Indonesia is an archipelago of 17,744 islands dispersed over an area of 5,000 km from east to west and 3,500 km from north to south, located between the Pacific and Indian Oceans, and linking mainland Asia with the Pacific islands. In total land area, Indonesia ranks 14th in the world with 1.8 million km² and hosts an enormous range of natural diversity. However, Indonesia is also one of the hot spots for Emerging Infectious Diseases (EIDs) due to endemicity of key zoonoses, including Avian Influenza (AI), and potential Emerging Infectious Diseases (EIDs); growing population and economics; popular tourist destination and high population mobility – migrant workers, pilgrim/hajj; continued land use changes; and complex political and government systems.
Indonesia's animal health sector's laboratory capacity and networks have been significantly improved since the OFFLU (OIE-FAO global network of expertise on animal influenza) program developed during the Avian and Pandemic Influenza Program (2006-2010). The Influenza Virus Monitoring (IVM) program has developed a web-based data management system called IVM Online which is now recognized as one of the fundamental successes for Indonesia's ability to monitor circulating Avian Influenza viruses in Indonesia. All Disease Investigation Center (DIC) laboratories have adopted internal and external quality controls based on international standards for virus detection and discovery (ISO 17025 and ISO 9001). However, a surveillance review conducted by the WHO indicated a lack of/limited integration of laboratory data with surveillance systems. A workshop for 4-Way Linking also noted that there is a need for better coordination at sub-national levels, and a need for more data collected and shared particularly regarding isolates, including virus sequences.
Recognizing reductions in Highly Pathogenic Avian Influenza (HPAI) virus outbreaks in poultry and rare AI human cases, attention from government, especially at sub national levels, for prevention and control of AI and other zoonoses as well as EIDs has been limited. Routine surveillance activities have not been prioritized. Reports from the JEE 2017 and others have confirmed the current limited efforts by the GOI to conduct routine surveillance activity. The Coordinating Ministry for Human Development and Culture, KEMENKO PMK has begun close coordination with the MoH, MoA, MoEF and other ministries and institutions to establish better links of data with disease reports, maps with movement data or outbreak reports, and slaughter data with production and population data. With diverse data sources on surveillance from human health, animal and wildlife health, intensive communication for building a shared understanding of what level of information is needed and should be shared (involving support by each respective laboratory system) is critical. The USAID Infectious Disease Detection and Surveillance (IDDS) project conducted a scoping visit to Jakarta in December 2018 in collaboration with EPT 2 Partners and GOI institutions. Based on this visit IDDS considered the challenges and formulated project activities which will contribute to improving Indonesia's detection and surveillance systems and achieve the overall goals of IDDS. As part of IDDS activities it was identified that there is a need for finance and operations support including procurement of items to support IDDS's work. This consultant is sought to support these finance and operations activities.
Scope of Work
1. Support the IDDS Team for procurements including requesting quotations from suppliers, sending invitations to potential suppliers, and drafting the evaluation and/or minutes outcome of the selection process, preparing source selection documentation, monitor and follow up of procurement orders placed, and the payment process.
2. Drafting suppliers and/or sub-contractor agreements, such as purchase order, service agreement, and other agreement as required by IDDS Team and FHI 360 procedures.
3. Prepare related procurement document and ensure all required documents are completed.
4. Support financial functions by preparing and completing supporting documents for invoices from suppliers and/or subcontractor and provide procurement documents based on the completion of procurement activities both in hard and soft copies and ensure that all approvals are obtained and records are safely secured.
5. Ensure accurate and efficient management of all procurement files and documents (hard and soft copy filling system), including softcopy filling management on Share-Point.
6. Update and manage the procurement database (database of preferred supplier and contract register). Ensure all database information is accurate and accountable.
7. Ensure the services/goods received note (SRN/GRN) from requestor and/or beneficiaries are completed.
8. Conduct verification to beneficiaries for distribution of procurement for goods/items and services as needed.
9. Follow established operational processes and procedures in accordance with relevant FHI 360 and USAID requirements and principles, including Procurement Rules and Value for Money principles.
10. Other duties as may reasonably be required by the USAID IDDS Team, consistent with the incumbent's qualifications and experience.
Activity
Below outlines the Indonesia scope of work, including activities and deliverables:
| Activity | Deliverable | Timeline | LOE |
| Assist to manage USAID IDDS procurement program support in coordination with vendors and the MoH | Coordinate with the MoH and PHO/Lab sites to follow up the goods checking, and MoH documents delivered, visited and assessed. Support and follow up the procurement and finance processing to vendors on sourcing and procuring all the supplies and equipments as needed to completion including finalization and payment.
Ensuring all the supplies and equipment are properly received by the PHO/Laboratory sites, collecting document receipts as needed and ensure the items are correct (item and quantity) and are in good condition before payment is made.
| April 2021 | 10 days |
| Assist the IDDS project for the procurement process and project operations including support for financial processes | Develop procurement document but not limited to: - PR document - Source justification documents - PO document - RFQ document - Procurement invoice - Communication invoice, etc.
Support the financial aspects of project activity such as resource persons payment, meeting fees, internet fees, booking the meeting room, etc. | April 2021 | 10 days |
| Total |
|
| Approximately 20 days |
Qualifications
The consultant must demonstrate the following qualifications:
1. Bachelor's Degrees in finance, accountancy or other relevant qualification.
2. Minimum 5 years' experience as procurement staff or equivalent post, preferably with working experience on development projects or USAID and another bilateral donor projects.
3. Having computer skills in Microsoft Office.
4. Demonstrated strong understanding of procurement principles and practices, understanding in commonwealth procurement rules and legal aspect is an advantage.
5. Demonstrated ability to promote and initiate work processes and complete given assignments with minimal supervision.
6. Excellent written and verbal communication skills in Bahasa Indonesia, fluency in English advantageous.
7. Ability in problem solving and decision-making skills.
8. Ability to work independently and as a part of a team.
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