Background

Plan International Indonesia has been operating since 1969, and in 2017 Yayasan Plan International Indonesia (YPII) was established as Plan International's national entity in Indonesia. YPII is part of Plan International, an independent and humanitarian development organization that promotes children's rights and equality for girls. YPII is currently implementing Country Strategy 5 (CS 5) covering fiscal years 2023 to 2027, where the country's goals are in line with the global International Plan Goals \"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 act on issues that matter to them), decide (have control over their own lives and bodies), and thrive (grow healthy and protected from violence). This means that we will take action to identify and facilitate the removal of barriers 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 and influencing key decision makers and stakeholders to make the necessary changes.

Role Purpose

The Procurement Officer must ensure proper general procurement management as per policies and procedures. He/she will execute the procurement process with a transparent and accountable approach and proper management contracts and lease. This role will also regularly monitor for any outstanding commitment on SAP System, maintain relationship with vendors, and organize procurement lead time and lead the process.

Dimension of Role

The Procurement Officer will focus on the general day-to-day procurement activities to ensure proper program and sponsorship implementations and deliveries, operational efficiency, and compliance with donor’s and Plan International policies and procedures. He/she will report to the Procurement Coordinator.

Accountabilities

1. Purchasing/Procurement Management

• Ensure that Procurement systems and procedures are used in the delivery of the Procurement services
• In liaison with Procurement Coordinator oversees open and closed tender procedures and performs bid analysis together with the Tender Committee and minutes well filed.
• Execute of procurement process requested by projects, Completeness of procurement documents and evaluation of 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 check of open PO’s in SAP and prepare corrective action in liaison with 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 Procurement Coordinator.
• Conduct training for the projects staff on Procurement in absent of Procurement Coordinator.
• Prepare Request for Quotation/Proposal/Document Package Tender/Invitation and submit for reviewing to Procurement Coordinator

  2. Vendor Maintenance

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

    3. Reporting & Data Management

    • Support Procurement Coordinator in preparing report of procurement progress on monthly basis
    • Oversee open PO’s report in SAP BI and make correction on the erroneous.
    • Update the procurement tracker to the Procurement Coordinator
    • Prepare vendor evaluation report on monthly basis and report to Procurement Coordinator
    • Update agreement tracker
    • Create, update and share monthly Project 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 ensures that all outstanding purchase orders are delivered by the due date.

      4 4. Project Support

      • Support Project implementation through efficient and effective procurement of goods and services. This includes monitoring procurement spending, lead times, and procurement status
      • Assist the Project Manager for preparing the project Procurement Plans
      • Provide technical services to project team during drafting of project specific supply plans for the Project 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;