Back 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.

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.
  • 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 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.

      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.

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      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 CareerCenterSupport@fhi360.org.
      
      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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