Senior Procurement Officer

ROLE PURPOSE

The Senior Procurement Officer will lead a team responsible for day-to-day procurement activities. Their primary focus will be to ensure that the Procure-to-Pay (P2P) process aligns with the standards outlined in the Supply Chain Operations Manual and adheres to Donor Regulations. The officer's goal is to support the implementation of programs and sponsorships, facilitate deliveries, and enhance operational efficiency. This position will report to the Procurement Coordinator.

DIMENSIONS OF THE ROLE

Key and Result 1. Purchasing/Procurement Management
T1. Ensure that procurement systems and procedures are utilized effectively in the delivery of
procurement services.
T2. Under the Procurement Coordinator's supervision, oversee open and closed tender procedures,
perform bid analysis with the Tender Committee, and ensure that minutes are properly filed.
T3. Execute the procurement process as requested by projects, ensuring the completeness of
procurement documents and a fair evaluation of the selection process.
T4. Implement an internal control system to ensure that Purchase Orders (POs) are accurately
prepared and dispatched. Take timely corrective actions on POs with budget check errors and
other issues.
T5. Conduct monthly checks of open POs in SAP and prepare corrective actions with support from
the Procurement Coordinator.
T6. Maintain and update the supplier database to adequately support the needs of the country
program at all levels.
T7. Provide training for project staff on procurement procedures in the absence of the Procurement
Coordinator.
T8. Prepare Request for Quotation, Request for Proposal, tender documents, and invitations, and
submit them for review to the Procurement Coordinator. plan-international.org Role Profile 1
T9. Assist the Procurement Coordinator in managing the procurement process related to
procurement emails and advertising.
T10. Prepare Purchase Orders, including recurring POs, and ensure they are delivered to the relevant
suppliers, with acknowledgment of receipt confirmed.
T11. Maintain and monitor regular in-country procurement advertisements on the YPII website and
via the procurement email.
T12.Support the Procurement Coordinator in drafting procurement tenders for advertisement,
following procurement guidelines, overseeing open and closed tender procedures, and
performing bid analysis with the tender panel.
T13. Prepare a procurement checklist.
T14. Follow up to ensure that all outstanding purchase orders are delivered by their due dates.

Key End Result 2. Vendor Maintenance
T1. Conduct regular market surveys to identify and pre-qualify potential suppliers, ensuring optimal
value through effective sourcing of goods and services. This process will be carried out under
supervision from the Procurement Coordinator.
T2. Maintain and update the vendor list and procurement catalogue on a monthly basis to ensure
accuracy and efficiency.
T3. Execute periodic evaluations of vendors and prepare comprehensive feedback forms to assess
performance.
T4. Develop a vendor questionnaire form and a vendor visit form to facilitate thorough
assessments. T5. Implement procurement procedures, safeguarding protocols, and the non
staff code of conduct policy for all vendors to ensure compliance and ethical standards.
T6. Register new suppliers in the system and ensure the completion of all required documentation
for compliance and record-keeping.

Key End Result 3. Reporting & Data Management
T1. Oversee the open Purchase Orders (POs) report in SAP BI, resolve any errors, and ensure all open
POs are closed.
T2. Update the agreement tracker, which includes Short-Term Agreements (STAs) and Long Term
Agreements (LTAs), and report on a monthly basis to the Procurement Coordinator.
T3. Share monthly project purchase tracking reports with requesters and budget holders using the
purchase order (PO) variance format compared to goods receipt notes (GRN) and payments.
T4. As a Backup Administrator (Procurement Coordinator) for Procurement Data Management
(PDM), add new users and grant them the necessary user rights. plan-international.org Role
Profile 2
T5. Ensure that PDM data inputs, such as the Lists of Countries, Cities, and Projects, are kept up to
date. T6. Ensure that Procurement Officers regularly update the Procurement Tracker in PDM.
T7. Ensure that Vendor Evaluations are conducted in PDM and submit it to the Procurement
Coordinator.
T9. Provide training to PDM users.
T10. Ensure that data extraction from the SAP BI Report to PDM is conducted regularly, twice a
month.

Key End Result 4. Compliance
T1. Provide comprehensive information to fulfil audit requirements.
T2. Coordinate the review of all contracts to ensure they align with the best interests of Plan
International and our donors.
T3. Ensure the inclusion of all relevant policy documents for Plan International, such as the
Safeguarding Children and Young People Policy, as well as the Anti-Corruption and Anti
Terrorism Policies.
T4. Ensure that all project contracts are reviewed, approved, and signed promptly, in accordance
with the guidelines established in the RACI Matrix.
Key End Result

Key End Result 5. Support Project Budgets and Contribute to the Budgeting Process.
T1. Provide assistance to projects during the annual procurement planning by offering information
on the goods needed and their prices.
T2. Assist in the preparation of the project budget at the end of the financial year.

Key End Result 6. Other
T.1. Performs other tasks as assigned by Supply Chain Manager & Procurement Coordinator.
T.2. Willing to be deployed, particularly for Supply Chain and RNA in emergency response situations,
if requested.
T.3.Supervises Procurement Officers and Assistants, provides support for performance
improvement, and participates in conducting IAP assessment

ACCOUNTABILITIES

• Ensure that all procurement processes within the Country Office strictly adhere to the guidelines and standards outlined in the Supply Chain Operation Manual, thereby promoting compliance and efficiency in all procurement activities.

Regularly monitor and assess outstanding commitments recorded in the SAP System to ensure timely follow-up, effective resource management, and adherence to outstanding POs. This includes generating reports and addressing any unclosed PO and open commitments.

• Cultivate and maintain strong relationships with vendors to foster collaboration, negotiate favorable terms, and ensure the quality and timely delivery of goods and services. This involves regular communication, performance evaluations, and addressing any issues that may arise.

• Organize and optimize procurement lead times by establishing clear timelines for each stage of the procurement process. Lead efforts to streamline procedures, enhance coordination among stakeholders, and ensure that procurement activities align with project timelines and organizational goals.

KEY RELATIONSHIPS

Working contacts inside and outside the organization; include the contact's purpose and level (high, medium, low).

Internal contact:

Internal

1. Supply Chain Manager; Supervisor

2. Procurement Coordinator; Direct Supervisor

3. Senior Procurement Officer PSO; Coordination

4. Procurement Officers; Subordinates

5. Finance Department; Payment process

6. Logistics Coordinator, Logistics Officer; Coordination.

7. Program Manager/Project Manager/Department Manager; Coordination

8. Project Staff; Coordination

9. PSO and PIA Office; Coordination

10. Communication; Coordination

11. IT; Coordination

12. Safety & Security Coordinator; Coordination

External

1. Vendors; maintain relationship

2. Partners; compliance check

Technical expertise, skills, and knowledge

Experience and Knowledge

• Bachelor degree in Management, Economic, Administration or any related field.

• Minimum (6) years of progressive NGO experience in Procurement, Contract

Management, Logistics 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 of 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 project team and ensure project 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 selecting appropriate methods/tools for delivery.

• Understanding of data privacy standards

PHYSICAL ENVIRONMENT

Based at CO Jakarta with at least 40% travel to PSO (Program Support Office) at Kupang, PIA
(Program Implementation Area) at Soe, Lembata, Nagakeo and also projects areas, vendor
offices and partner organization both in office, on the field and during humanitarian settings.

HOW TO APPLY:

All information will be treated in the strictest confidence, as we pride ourselves on our professional service. We will contact you as soon as we have reviewed your application.

Only short-listed candidates will be notified and invited for interviews. Please submit your letter of application and detailed curriculum vitae in English by applying now not later than June 9th, 2025 to this link https://tinyurl.com/Senior-Procurement-Officer

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.

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.

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

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