Procurement Officer (6 months contract)

BACKGROUND

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. In Indonesia, Plan International has operated since 1969, and in 2017 Yayasan Plan International Indonesia (Plan Indonesia) was established as a national entity of Plan International in Indonesia. YPII is currently implementing its Country Strategy 5 (CS 5) covering the Fiscal Year (FY) 2023 to 2027, where the country’s purpose is in line with the global Plan International’s Purpose “to advance children’s rights and equality for girls”. Our ambition is to enable at least 3 million girls and young women to Learn (gain skills for work), Lead (empower to take action on issues that matter to them), Decide (have control over their own lives and bodies), and Thrive (grow healthy and protected from violence). It means that we will take action to identify and facilitate the removal of obstacles that prevent children, especially girls, and young women from enjoying their rights and participating fully in Indonesian society. This goal will be achieved by implementing quality programmes and projects as well as influencing decision-makers and key stakeholders to make the required changes.

ROLE PURPOSE

The Procurement Officer will be responsible for supporting Procurement functions in developing and implementing coherent, integrated, and quality procurement activities, including managing pre-qualified suppliers, requesting quotations, drafting competitive analysis, preparing procurement tracker, and filling especially for non-programs units.

DIMENSIONS OF THE ROLE

Procurement Officers will assist Procurement Coordinator in Procurement day-to-day basis.

ACCOUNTABILITY

Purchasing/Procurement Management 

• Support Procurement Coordinator carry out purchasing activities of all sponsorship and cost centre budget.
• In liaison with Procurement Officer/Coordinator oversees open and closed procurement procedures and performs draft bid analysis and minutes well filed.
• Support Procurement Coordinator in executing of procurement process; Completeness of procurement documents and evaluation of selection process.
• Preparation of PO (Purchase Order), preparation of recurring PO, and vendor’s creation in SAP including screening terrorist and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received. Implementation of the internal control system which ensures that POs are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Assist Procurement Coordinator maintain and update the supplier database which is able to adequately serve the needs of the country program at all levels.
• Prepare draft Request for Quotation/Proposal/Document Package Tender/Invitation to Tender.

Reporting & Data Management

• Support Procurement Coordinator to update the procurement tracker.
• Support Procurement Coordinator to update the Agreement Tracker.
• Support Procurement Coordinator to update Pre-Qualified Supplier List.
• Support Procurement Coordinator to update Procurement Bank Data.

Pre-qualified suppliers

• Support Procurement Coordinator carry out pre-qualified suppliers.
• Support Procurement Coordinator to prepares Request for Information (RfI)
• Carry out pre-qualified supplier panel selection under supervision by the Procurement Coordinator
• Record all the results of the pre-qualified meeting including the meeting’s explanation of the RFI, the Panel Selection Meeting and the final selection decision

Administration Task

• Provide Information for audit needs.
• Performs other tasks that may be assigned by the Procurement Officer/Coordinator and other working relation on Country Office performs other tasks as required by the supervisor.
• Collect and complete financial reporting needs such as receipts, liquidation forms, reimbursement forms, and so on from the Resource Mobilization Department
• Support other administrative and financial tasks in the Resource Mobilization Department such as hiring consultants, developing partner contracts and requesting payments and other activities.
• Operate Plan’s Systems Administrators Program (SAP) or other system used by the organisation
• Ensure and resolve administrative needs related to child protection such as informed consent, risk mitigation, ethics and so on.
• Complete various administrative work that appears in future activities.

Safeguarding (PSHEA)

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

DURATION OF THE ASSIGNMENT

The duration of the assignment as below:

Procurement Officer for six (6) months starting from Oct 2024 – March 2025

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

• Bachelor degree in Management, Economics, Administration, Industrial Engineering, or any related field.
• At least 2 year of experience in the related field (Procurement & Logistics) is required for this position
• Good interpersonal and communication skills
• Good negotiation skills
• Good in operating Microsoft Office, especially excel sheets.
• Experience with SAP Procurement will be preferable

Level of contact with children

Low contact:     No contact or very low frequency of interaction

All applications will be treated in confidence. Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by click https://tinyurl.com/ProcurementOfcrRM not later than October 4th 2024.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy (PSHEA).

As an international child-centred community development organisation, Yayasan Plan International Indonesia is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse.

Our organisation is based on a culture of inclusivity. We strive to create a workplace environment that ensures every team in every office and country is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practices, positive attitudes and principles of gender equality and inclusion.

In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.

.

.