BACKGROUND
ROLE PURPOSE
DIMENSIONS OF THE ROLE
· Procurement Officers will assist Procurement Coordinator in Procurement day-to-day basis.
· He/she will report to the Procurement Coordinator and Dotted to RM Managers.
ACCOUNTABILITY
- Ensure that Procurement systems and procedures are used in the delivery of the Procurement services
- In liaison with the Procurement Coordinator, oversees open and closed tender procedures and performs bid analysis with the Tender Committee, and the minutes are well-filed.
- Execute the procurement process requested by the Department, Completeness of procurement documents, and evaluation of the selection process.
- Implementation of the internal control system, which ensures that POs are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Execute monthly checks of open POs in SAP and prepare corrective action in liaison with the Procurement Coordinator.
- Maintain and update the supplier database, which is able to adequately serve the needs of the country program at all levels in liaison with the Procurement Coordinator.
- Conduct training on procurement for the department staff in the absence of the procurement coordinator.
- Prepare Request for Quotation/Proposal/Document Package Tender/Invitation and submit for reviewing to Procurement Coordinator.
Vendor Maintenance
- Ensure the market survey is regularly conducted to identify potential suppliers to ensure value for money through the right sourcing of goods and services in line with the business demands in liaison with the Procurement Coordinator for pre-qualified supplier
- Maintain and update vendor list and procurement catalog on a monthly basis.
- Conduct periodical vendor evaluation and prepare feedback forms.
- Prepare vendor questionnaire form and vendor registration form
- Conduct Procurement procedure, Safeguarding & code of conduct policy for all vendors.
Reporting & Data Management
- Support the Procurement Coordinator in preparing reports of procurement progress on a monthly basis
- Update the procurement tracker to the Procurement Coordinator
- Prepare vendor evaluation report on a monthly basis and report to the Procurement Coordinator
- Create, update, and share monthly Department purchase tracking reports with the requesters and budget holders
- Maintains records of all purchases, agreements, and contracts and ensures regular updates where necessary.
- Follow up and ensure all outstanding purchase orders are delivered by the due date.
- Support Department implementation through efficient and effective procurement of goods and services. This includes monitoring procurement spending, lead times, and procurement status
- Assist the Department Managers in preparing the Department Procurement Plans
- Provide technical services to the department team during the drafting of Department-specific supply plans for the Department in conjunction with all partners
- Support and implements strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation and
Assets Management
Coordinate with Logistics Unit Country Office to ensure Department assets are coded and registered as per policy requirements and ensure timely updated fixed asset register
Compliance
- Provide Information for audit needs.
- Coordinate and ensure all contracts capture the best interest of the Plan International and donor
- Ensure all policy documents for Plan International are included, these include, the Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy.
- Ensure all Department contracts are timely reviewed, approved, and signed in accordance with RACI Matrix
Support of Department Budgets and Contribute to the Budgeting Process.
- Support the Department during the annual and department budget process in terms of providing information on procurement goods and the prices
- Support in the preparation of the Department budget at the end of the financial year
Other
Performs other tasks that the Procurement Coordinator may assign
Safeguarding (PSHEA)
DURATION OF THE ASSIGNMENT
The duration of the assignment as below:
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
- Bachelor degree in Management, Economic, Administration or any related field.
- Minimum (3) years of progressive NGO experience in procurement, contract management, administration, or related area
- Knowledge of SAP or any other procurement software will be an added advantage
- Strong planning and organizing
- Good knowledge of purchasing and tender management
- Knowledge on clausal of contract, agreement, or MoU
- Good interpersonal and communication skills
- Good negotiation skills
- English fluency
Desirable
- Solid proficiency in using computer software
- Strong presentation, team-building, and interpersonal skills
- Analytical thinker with strong conceptual and problem-solving skills.
- Operate in a high-pressure deadline-driven environment with professionalism
- Strict reporting deadlines
- Working with the Department team and ensuring Department results are achieved timely without compromising quality
- Good command over conflict resolution while maintaining important relationships: Capability to resolve conflicts
- Plan and schedule own work and select appropriate methods/tools for delivery.
- Understanding of data privacy standards
Level of contact with children
All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by click https://tinyurl.com/ProcurementOfcrRM not later than October 11th, 2024.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy (PSHEA).
As an international child-centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse.
Our organisation is based on a culture of inclusivity. We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls' rights and inclusion while supporting staff to adopt good practices, positive attitudes and principles of gender equality and inclusion.
In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Please note that Plan International will never send unsolicited emails requesting payment from candidates.
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