Procurement Officer

3 weeks ago

Jakarta, Indonesia FHI 360 Full time

Job Summary

The Procurement Officer is responsible for all activities related to the procurement of goods and services, including vendor and consultant services for the office. Manages all service and consultant contracts as well as any grants or subcontracts to ensure terms and conditions are met and contracts are kept up to date.

Accountabilities:

- Manages the process for all procurements (Goods/Services/Consultant) including bidding and selection process.
- Oversees and maintains all service contracts, consultant agreements, and leases for all Indonesia offices.
- Tracks all contracts, consultant agreements and other procurements to ensure closeout, renewals or rebids happen timely.
- Tracks and monitors deliverable deadlines and provides regular updates to technical staff to ensure deadlines are met.
- Maintains all procurement files, including all necessary documentation, for goods and services, consultants, and any other contract or agreement, except for employment agreements.
- Works with requestor to checks goods/services received to ensure orders are filled correctly and goods meet specifications.
- Works with Operations Officer on procurement process for all office management needs.
- Assisting for posting a solicitation for vendor or consultant new hire to ensure job postings are advertised in a consistent manner with other procurements and in the most effective way possible.
- Monitor concerns and address technical staff's questions regarding contracts and client compliance; advise and take corrective action.
- Negotiates price and terms and conditions for all contracts and consultant agreements.
- Manage and annually review vendor performance for all project offices, conduct appropriate documentation and new bidding process if required for vendor non-performance.
- Maintains up to date knowledge of FHI 360 procurement processes and policies as well as local laws and best practice around procurement.
- Acts as liaison with accounting to assure purchase orders are paid as due and accounts are maintained currently.
- Maintains data on VAT exemption (if any) for internal procurement file in coordination with Finance unit.
- Work with Operations team on asset tracker for all assets and ensures annual inventory is complete.
- Trains staff on procurement procedures and policies and documentation requirements.
- Assists with developing and revising procurement operating procedures and policies.
- Performs other duties as assigned.

Applied Knowledge & Skills:

- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Comprehensive knowledge of procurement standards and practices.
- Working knowledge of company policies and procedures regarding procurement, consultants, and contracts.
- Ability to work independently and manage processes and deadlines with limited supervision.
- Excellent at working in team settings.
- Possess good planning, organizational, and interpersonal skills.
- Ability to analyze information and exercise judgement when making decisions within the context of established policies and procedures.
- Must be a self-starter with attention to detail.
- Familiarity in working with international organizations and USAID regulations.
- Regular contact with consultants and vendors.
- Collects and analyzes information provided by vendors.
- Regularly negotiates with vendors on terms and price for goods or services.
- Provides support to staff for all aspects of procurement process.

Minimum Requirements:

- Bachelor's Degree or its International Equivalent in business administration or related field.
- Minimum 8 years of procurement experience.
- Must have prior work experience on USAID funded programs.
- Working knowledge of office software, including WORD, Excel, PowerPoint, Outlook and Microsoft Teams.
- Must have excellent communication skills and good command in both written and spoken Bahasa Indonesian and English.
- Must have high integrity.
- Experience of establishing strong working relationships with colleagues from different organizations and cultures.
- Ability to meet deadlines with strong attention to consistency, detail, and quality.
- Ability to travel within country if needed.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an

equal opportunity and affirmative action employer

whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

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