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 focus on implementing the day-to-day procurement and logistics activities to ensure proper department implementation and delivery, operational efficiency, and compliance with donor’s and Plan International policies and procedures.

DIMENSIONS OF THE ROLE

• Procurement Officers will assist Procurement Coordinator in Procurement day-to-day basis.
• He/she will report to the Procurement Coordinator and Dotted to RM Managers.

ACCOUNTABILITY

Purchasing/Procurement Management 

• Ensure that Procurement systems and procedures are used in the delivery of the Procurement services
• In liaison with the Procurement Coordinator, oversees open and closed tender procedures and performs bid analysis with the Tender Committee, and the minutes are well-filed.
• Execute the procurement process requested by the Department, Completeness of procurement documents, and evaluation of the selection process.
• 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.
• Execute monthly checks of open POs in SAP and prepare corrective action in liaison with the Procurement Coordinator.
• Maintain and update the supplier database, which is able to adequately serve the needs of the country program at all levels in liaison with the Procurement Coordinator.
• Conduct training on procurement for the department staff in the absence of the procurement coordinator.
• Prepare Request for Quotation/Proposal/Document Package Tender/Invitation and submit for reviewing to Procurement Coordinator

Vendor Maintenance

• Ensure the market survey is regularly conducted to identify potential suppliers to ensure value for money through the right sourcing of goods and services in line with the business demands in liaison with the Procurement Coordinator for pre-qualified supplier
• Maintain and update vendor list and procurement catalog on a monthly basis.
• Conduct periodical vendor evaluation and prepare feedback forms.
• Prepare vendor questionnaire form and vendor registration form
• Conduct Procurement procedure, Safeguarding & code of conduct policy for all vendors.

Reporting & Data Management

• Support the Procurement Coordinator in preparing reports of procurement progress on a monthly basis
• Update the procurement tracker to the Procurement Coordinator
• Prepare vendor evaluation report on a monthly basis and report to the Procurement Coordinator
• Create, update, and share monthly Department purchase tracking reports with the requesters and budget holders
• Maintains records of all purchases, agreements, and contracts and ensures regular updates where necessary.
• Follow up and ensure all outstanding purchase orders are delivered by the due date.

            Department Support

• Support Department implementation through efficient and effective procurement of goods and services. This includes monitoring procurement spending, lead times, and procurement status
• Assist the Department Managers in preparing the Department Procurement Plans
• Provide technical services to the department team during the drafting of Department-specific supply plans for the Department in conjunction with all partners
• Supports and implements strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation and

Assets Management

Coordinate with Logistics Unit Country Office to ensure Department assets are coded and registered as per policy requirements and ensure timely updated fixed asset register

Compliance

• Provide Information for audit needs.
• Coordinate and ensure all contracts capture the best interest of the Plan International and donor
• Ensure all policy documents for Plan International are included, these include, the Safeguarding Children and Young People Policy, Anti-corruption and Anti-Terrorism Policy.
• Ensure all Department contracts are timely reviewed, approved, and signed in accordance with RACI Matrix

Support of Department Budgets and Contribute to the Budgeting Process.

• Support the Department during the annual and department budget process in terms of providing information on procurement goods and the prices
• Support in the preparation of the Department budget at the end of the financial year

 Other

Performs other tasks that the Procurement Coordinator may assign

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

Essential

• Bachelor degree in Management, Economic, Administration or any related field.
• Minimum (3) years of progressive NGO experience in procurement, contract management, administration, or related area
• Knowledge of SAP or any other procurement software will be an added advantage
• Strong planning and organizing
• Good knowledge of purchasing and tender management
• Knowledge on clausal of contract, agreement, or MoU
• Good interpersonal and communication skills
• Good negotiation skills
• English fluency

Desirable

• Solid proficiency in using computer software
• Strong presentation, team-building, and interpersonal skills
• Analytical thinker with strong conceptual and problem-solving skills.
• Operate in a high-pressure deadline-driven environment with professionalism

• Strict reporting deadlines
• Working with the Department team and ensuring Department results are achieved timely without compromising quality
• Good command over conflict resolution while maintaining important relationships: Capability to resolve conflicts
• Plan and schedule own work and select appropriate methods/tools for delivery.
• Understanding of data privacy standards

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 11th, 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.

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