Procurement Officer

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.

Responsibilities/Duties

• Manages the process for all procurements (Goods/Services/Consultant) including bidding and selection process.
• Oversees and maintains all service contracts, consultant agreements, and subgrants for the project.
• Tracks all contracts/subgrants, consultant agreements and other procurements to ensure timely and quality closeout, renewals or rebids.
• 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.
• Coordinates with Human Resources to post vendor and consultant solicitations, ensuring consistent, effective advertising across all procurement channels.
• Responds to technical staff questions on contracts and client compliance, advising on issues and implementing corrective actions.
• Negotiates price and terms and conditions for all contracts and consultant agreements.
• Manages and reviews vendor performance, assembles appropriate documentation and initiates new bidding processes (if required) for vendor non-performance.
• Maintains up to date knowledge of FHI 360 procurement processes and policies as well as local laws and procurement best practices.
• Liaises with Finance & Accounting Unit to ensure purchase orders are paid as due and accounts are properly maintained.
• Maintains data on VAT exemptions (if any), in coordination with Finance & Accounting Unit.
• Works with Operations team to maintain updated asset tracker 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, as necessary.
• Performs other duties as assigned.

Qualifications

• 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.
• Possesses good planning, organizational, and interpersonal skills.
• Ability to analyze information and exercise judgement when making decisions within the context of established policies and procedures.
• Proficiency in computer software applications e.g. MS-Word, MS-Excel, MS Outlook and MS-PowerPoint.
• Must be a self-starter with attention to detail.
• Familiarity in working with international non-government organizations.
• Ability to maintain regular contact with consultants and vendors.
• Ability to collect and analyze information provided by vendors.
• Proficiency at negotiations with vendors on terms and prices for goods or services.
• Provision of support to staff for all aspects of procurement process..

Minimum Requirement Standards:

• Bachelor's Degree or its International Equivalent in business administration or related field.
• Minimum 8 years of procurement experience.
• 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.

The expected hiring salary range for this role is IDR 136,000,000 - 200,000,000 for annual basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget. For internal candidates, salary placement will also follow FHI 360’s current promotional increase guidelines

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 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.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email[email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others - and yourself.

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