Overview
The Procurement Officer is responsible for the daily coordination of supply chain processes, ensuring compliance with regulations and donor requirements, and providing technical advice. The role supports procurement performance analysis and ensures rapid and effective responses during emergencies.
Tasks Summary
- Provide support to facilitate and monitor Planning & Budgeting and Mid-Year Review.
- Conduct and review the consolidation of Annual Procurement Plan, conduct sourcing plan.
- Execute Market Assessment, Pre-Qualification, tender, contract process in compliance with procedure and regulation, conduct negotiation and update item catalogue.
- Conduct capacity building plan to local partners and improve the overall business practice regarding local partnering.
- Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requester and communities.
- Monitor, identify, evaluate alternative supply sources for goods / services not under contract.
- Provide recommendation, advice and expertise to resolve conflicts with deliveries, suppliers and requesters.
- Coordinate closely with related department from opportunity funding, proposal development, start-up workshop, arrange the procurement plan and service delivery.
- Collaborate with related department to understand the resource need for the specific project & ensure the project timeline.
- Research and create networking including relationship management suppliers at Cluster/AP/Project level.
- Conduct non-procurement staff at the Cluster/AP/Project level in using the corporate system and understanding the policies, process information, data and reports for the delivery of good programs.
- Contribute in training related to grant and/or procurement.
- Provide technical advice for AP / Cluster / Project team in developing procurement plan, strategy, and implementation.
- Improve compliance sustainability, performance monitoring, conduct continues improvement in digitalization system, e.g. supplier information management (SIM), sourcing event, contract lifecycle management (CLM).
- Provide consultation, discussion, assist and support Partners/Sub-Grantees based on the approved capacity building plan.
- Monitor the progress with related department and produce report to management.
- Manage robust procurement operations at the projects in Cluster/AP/Project to promote cost-efficiency, value for money and higher yield to ministry.
- Coordinate procurement activities to meet the accountability and quality and to align with partnership/donor/statutory requirement, policies and standard.
- Lead the data management at the National/Zone/Cluster/AP/Project, reporting and analytics including become the strategic business partner who is responsive to organisational needs.
- Analyze the data & information and provide insights to key stakeholders to improve decision making.
- Monitor, review and perform compliance Blocked Party Screening (BPS) process in Watchdog or digitalization system.
- Manage and handle implementation to simplify the procurement business process and provide technical guidance to Cluster/AP/Project teams.
- Provide support for financial audit/expenditure verification for projects and Yayasan and monitor the follow up actions on the audit findings.
- Provide support procurement activities for emergency preparedness and response by coordinating with the appointed Disaster Management Team staff.
- Provide insights on the logistics and warehouse management.
- Coordinate & collaborate with finance team regarding low materiality spend.
- Create the sourcing event online at Cluster/AP/Project level based on sourcing plan.
- Manage the RFQ/RFP Process including baselines & price survey methodologies.
- Lead negotiation on any related procurement activities.
- Conduct Procurement Committee meeting and propose comprehensive documents in order to ensure efficient and effective recommendation as a guidance for taking decision.
- Facilitate Procurement Committee meetings and ensure that proper documentation is maintained.
- Prepare award and regret letter for supplier.
- Prepare, create, maintain, and record procurement contract in contract lifecycle management (CLM) in source to pay system.
- Provide accurate and complete the master data management form (for contract/supplier registration/supplier update information).
- Monitor and complete contract close-out, retender, as appropriate.
- Provide and propose contractual conditions and performance indicators are understood by the suppliers.
- Identify & resolve or escalate contract-related issues both internally and externally.
- Analyse supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
- Coordinate and collaborate with related department to monitor, review and evaluate contract-related information to ensure optimum usage of contracts.
- Monitor and manage Purchase Requisitions (Pending Buyer Action), verify clear specifications, conduct sourcing event online, update the PR with actual supplier record and release PR for approval.
- Perform the implementation and compliance of Organization Procurement policy, code of conduct, anti-bribery and anti-corruption policy and procedures, business ethics, other Organization policies or donor requirement.
- Manage & monitor PO Change requests in coordination with related team and Suppliers.
- Liaise with Business Support Desk (BSD) & Finance to resolve supplier inquires.
- Provide Christian leadership and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.
- Build and maintain positive spirit of working in team with other staff in respective AP / Cluster / Project.
- Manage annual performance agreement.
- Submit periodical/ monthly accomplishment report.
- Maintain good communication and relationship with internal staff and external parties.
- Manage all risks related to contractual and project management according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.
- Model accountability, integrity and faithfulness, demonstrating that We are Stewards and We are Partners.
- Demonstrates a proactive attitude by taking on additional responsibilities as assigned by the supervisor, aligned with national strategy.
Experience Requirements
• At least 1 years’ experience in procurement area of service, preferably gained in humanitarian sector.
Qualification Requirements
• Bachelor's degree is a Must.
