Procurement Assistant

1 week ago

Jakarta, Indonesia Tetra Tech Full time

Tetra Tech provides best-in-class energy consulting services for clients worldwide. Our work advances clean energy to achieve climate and decarbonization goals; creates sustainable utilities and modern grids; and promotes gender equality and economic inclusivity at the energy nexus.

**Position summary & job purpose**:
We are recruiting for an experienced Procurement Assistant to be responsible for assisting the SINAR project with the management of a transparent, effective, and efficient procurement process for all material resources and services in accordance with USAID and Tetra Tech regulations and requirements. Responsibilities for this position include the preparation of the procurement process and other compliance-related documents related to the preparation of requests for quotation and solicitations for vendor bids; review and approval of procurement; as well as monitoring of purchase orders and service agreements.

USAID SINAR builds upon the longstanding commitment and partnership between the U.S. Government and the Government of Indonesia in climate change mitigation in the energy sector. Through SINAR, USAID will help national and subnational governments, state-owned energy utilities, businesses, financial institutions (such as banks), universities, and other key players to (1) accelerate the deployment of advanced energy systems, (2) improve the performance of energy utilities, (3) advocate for transparent and best value procurement, and (4) strengthen the institutional frameworks and capacity for energy sector transformation.

The Procurement Assistant will have the primary responsibility of ensuring the timely provision and delivery of all procurement support to the execution of USAID SINAR Project.

Learn more about the USAID SINAR Project.

**Position responsibilities**:

- Procurement:

- Supervise the procurement system for program operation costs ensuring robust quality control and due diligence in full compliance with Tetra Tech and USAID policies, procedures and regulations.
- Prepare requests for waivers of procurement regulations as appropriate or necessary for program operation commodities as directed by the Contract and Grants Manager.
- Maintain effective procurement documentation and records in compliance with Tetra Tech and USAID policies and procedures for all program operation costs.
- Coordinate with the Contract and Grants Manager on addressing procurement issues pertaining to VAT (Value Added Tax) - processing and reporting for program operation costs.
- Responsible for implementing all delegated contracts and procurement-related duties to ensure timely delivery of contracts and procurement support services to the technical program.
- Build the capacity of SINAR staff to ensure their ability to understand contracts and procurement processes, while establishing and/or improving efficacy of the contracts and procurement systems.
- Draft contract agreements and other compliance-related documents as needed, ensuring that all documents are in compliance with USAID regulations, Federal Acquisition Regulations (FAR) requirements, and Tetra Tech Home Office procedures.
- Ensure document retention, hard copy and electronic filing systems.
- Conduct procurement process as prescribed in Tetra Tech procurement policy and practice:

- Draft Procurement Documents (PO, Guarantee Letter and Bid Matrix, for example)
- Prepare List of potential bidders to be invited
- Assist in preparing internal documents for approval by Tetra Tech Home Office
- Lead negotiations with bidders and respond to bidder inquiries related to the evaluation or procurement process; prepare and issue notifications of award, as well as contract agreements, (subcontracts and purchase orders); when required, prepare Consent to Subcontract requests, including the request letter and negotiation memo, for submission to USAID.
- Prepare documents and ensure that detailed terms of references for the recruitment of the project consultants are included (both firms and individuals);
- Assist Grants and Contract Manager to draft procurement documentation, including RFQs/RFPs, evaluation memos, negotiations, and sole source justifications.
- Assist Grants and Contract Manager to oversee the technical evaluation committees, including preparation of selection and negotiation memos to detail the process of evaluation and results of selection.
- Continuously identify ways to streamline procurement procedures and processes.
- General:

- Strengthen internal control processes, especially in areas related to grant/contract management.
- Make recommendations on improving invoicing and payment processes
- Conduct organizational risk assessments and risk mitigation plan and sharing with management.
- Assist Grants and Contract Manager to maintain and update the grants and contracts database and enforce reporting requirements.
- Perform additional tasks as assigned by the supervisor

**Essential KSA's required (experience, skills, education

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