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.