Procurement Officer (Job ID # 23EU-SAHA33-CAD)

Job Description and QualificationS

Job Title: Procurement Officer

Job ID #: 23EU-SAHA33-CAD

Division: Corporate Affairs Division

Position Base: Jakarta, Indonesia.

Reporting to: Human Resources and Administration Manager

Supervising: Procurement Assistant

Contract Period: 1 (one) year, including a 3 (three)-month probation period, with the possibility of an extension

Closing submission: 17th October 2023 – 11:45 pm Jakarta local time.

BROAD STATEMENT OF FUNCTION

1. Ensure full compliance with AHA Centre’s rules, regulations, policies, and strategies for procurement activities while establishing an effective internal control system and a client-oriented procurement management system.
2. Execute or support various stages of the procurement processes, including Pre-Purchasing (Strategy and Planning, Requirements Definition, Sourcing), Purchasing (Solicitation, Management of Submissions, Evaluation, Review and Award), and Post Purchasing (Contract finalization and issuance, Logistics, and Contract Management).
3. Develop and maintain AHA Centre’s supplier list, fostering strong relationships with suppliers.
4. Undertake assignments as directed by the Executive Director and Director of Corporate Affairs of the AHA Centre or designated staff.

PRIMARY RESPONSIBILITIES

1. Full Compliance of Procurement Activities

• Develop procurement plans for equipment, services, and supplies.
• Manage procurement requests and authorization processes.
• Foster positive relationships with the supplier network, conduct effective negotiations, and manage contracts.
• Ensure adherence to AHA Centre’s procurement standards and regulations.
• Review, analyze, and approve products and services for purchase.
• Negotiate pricing and payment terms.
• Manage inventories and maintain accurate purchase and pricing records.
• Oversee quality assurance procedures to meet donor requirements.
• Coordinate and provide administrative support for procurement requests.

2. Implementation of Procurement Processes

• Manage the tendering process from pre-qualification to contract award and closure.
• Ensure proper documentation within the tendering and contract process.
• Coordinate the preparation and submission of Request for Proposals (RFPs) and other tender documents in line with AHA Centre’s objectives.
• Serve as the secretary to the Tenders and Evaluation committees and participate as a panellist as needed.
• Liaise with suppliers throughout the procurement process, including bid invitations, communication during bid preparations, announcement of tender results, negotiations, contract preparation, goods delivery coordination, final payments, and evaluation.
• Provide regular status reports on ongoing tendering and evaluation activities.
• Conduct in-depth bid analysis to identify the best responses aligned with program/project needs and AHA Centre’s procurement policy.
• Ensure compliance with contractual agreements, recommend contract amendments/extensions, and advise concerned parties on contractual rights and obligations.
• Ensure timely and systematic archiving of tender documentation.

3. Vendor and Supplier Management

• Identify potential suppliers locally, nationally, and internationally.
• Maintain strong supplier relations and negotiate contracts.
• Update supplier information, including qualifications, delivery times, and product ranges.
• Research and evaluate prospective suppliers.
• Ensure transparent supplier selection through proper procurement procedures and communicate any non-transparent behavior to the Human Resources and Administration Manager.
• Maintain the supplier database, including a blacklist of suppliers.

4. Additional Duties

• Execute any other duties assigned by the Human Resources and Administration Manager and the Director of Corporate Affairs.

JOB QUALIFICATIONS REQUIREMENTS

Education

• Bachelor’s degree, preferably Master’s degree, in business, finance, economics, or a relevant field.

Experience

• A minimum of Five (5) years of experience in procurement planning, product selection, price and payment negotiation, competitive bid document formulation, bid review, contract formulation, and logistics management.
• Knowledge and preferably prior experience with procurement requirements and procedures used by multilateral or bilateral donor, NGOs, UN agencies.
• Experience in disaster management and emergency response operations within an international organization and/or the private sector.
• Proficiency in inventory management systems and procedures.

Core competency

• Job knowledge and technical skills: Ability to respond to specific technical questions relating to the job;
• Teamwork: Ability to build trust and respect among fellow team members and contribute to the resolution of workplace conflict;
• Communications and interpersonal skills: Ability to expresses thoughts clearly, accurately and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;
• Organisational awareness: Ability to align thinking and actions to organizational values;
• Flexibility and adaptability: Ability to respond positively to change and new organisational practices, structures, procedures and technology;
• Planning and organising: Ability to establish a coherent course of action to achieve goals, ability to translate plans into actions, organise work, monitor & review outcomes, and communicate the results clearly both orally and in writing;
• Effective problem solving and decision making skills: Ability to use sound judgment and initiative, develop options and achieve outcomes;
• Personal credibility: Has high regards for self-discipline, good attendance record, respect punctuality and set example to others, shows consistency in words and actions;
• Ability to work in a multi‐cultural setting: Ability to interact effectively with people from different cultures.

Technical Competency

• Sound knowledge in vendor sourcing practices (researching, evaluating and liasing with vendors);
• Understanding of supply chain procedures;
• Solid analytical skills, with the ability to create financial reports and conduct cost analyses;
• Negotiation skills;
• Contract review management skills;
• Good command of oral and written English;
• Good communication skills;
• Good relationship management skills;
• Very strong computer skills particularly in Excel and other Microsoft Office programs.

Application process

The AHA Centre extends a warm invitation to exceptional and highly motivated individuals from ASEAN Member States to apply for positions within our esteemed organisation.

To initiate your application, kindly submit a detailed application highlighting your qualifications and the potential contributions you can make to the role, include a comprehensive CV and certified true copies of your educational certificates to [email protected]. Alternatively, you can download the AHA Centre Application Form directly from our website at https://ahacentre.org/job/

For the efficient handling of your application, please ensure that the total size of your email, including attachments, remains within the 5 MB limit.

To facilitate processing, kindly indicate the specific position you are applying for in the subject line of your email. Incomplete applications, unfortunately, cannot be considered.

Please be aware that only shortlisted candidates will receive notifications, and it is essential to understand that the Selection Panel’s decisions are final.

For a more in-depth understanding of the AHA Centre, we encourage you to explore our website at www.ahacentre.org

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