Position Title: Procurement and Operations Associate
JOB SUMMARY:
The Procurement and Operations Associate is responsible for all activities related to the procurement of goods and services, including consultant services for the office and project operational activities. Manages all service and consultant contracts as well as any grants or subcontracts to ensure terms and conditions are met and contracts are kept up to date.
DUTIES AND RESPONSIBILITIES
· Manages the process for all procurements, including bidding and selection process.
· Manages and maintains all service contracts, consultant agreements, and leases.
· Works with Operations Assistant to process all the technical team requirements in a consistent manner with other procurements and in the most effective way possible.
· Tracks and monitors deliverable deadlines and provides regular updates to technical staff to ensure deadlines are met.
· Tracks all contracts, consultant agreements and other procurements to ensure closeout, renewals or rebids happen timely.
· Monitor concerns and address technical staff's questions regarding procurement matters and client compliance; advise and take corrective action.
· Work closely with Finance team to provide support for DTO monthly activities, workshop, procurement matter
· Maintains all procurement files, including all necessary documentation, for goods and services, consultants, other contract or agreement, with the exception of employment agreements.
· Negotiates price and terms and conditions for all contracts and consultant agreements.
· Maintains up to date knowledge of FHI 360 procurement processes and policies as well as local laws and best practice around procurement.
· Acts as liaison with accounting and finance team to assure purchase orders are paid as due and accounts including VAT exemption process.
· Liaise with FHI 360 other project procurement team as needed.
· Maintains asset tracker for all assets at national and district level (DTO) and ensures annual inventory is complete.
· Trains staff on procurement procedures and policies and documentation requirements.
· Assists with developing and revising procurement operating procedures and policies.
· Responsible for staff operations in office including office cleanliness.
· Responsible for health insurance documents collection and work with Operations Assistant in other projects for the submission.
· Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES, EXPERTISE AND COMPLEXITY
· Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
· Comprehensive knowledge of procurement standards and practices.
· Working knowledge of company policies and procedures regarding procurement, consultants, and contracts.
· Ability to work independently and manage processes and deadlines with limited supervision.
· Excellent at working in team settings.
· Possess good planning, organizational, and interpersonal skills.
· Ability to analyze information and exercise judgement when making decisions within the context of established policies and procedures.
· Proficiency in computer software applications e.g. MS-Word, MS-Excel, MS Outlook and MS-PowerPoint.
· Must be a self-starter with attention to detail.
· Familiarity in working with international organizations and USAID regulations.
MINIMUM REQUIREMENT STANDARDS:
· Bachelor's Degree or its International Equivalent in business administration or related field.
· Minimum 12 years of experience in procurement and operations area.
· Must have prior work experience on USAID funded programs.
· Working knowledge of office software, including WORD, Excel, PowerPoint, and Outlook.
· Must have excellent communication skills and good command in both written and spoken Bahasa Indonesian and English.
· Experience of establishing strong working relationships with colleagues from different organizations and cultures.
· Possess high integrity and able to work well in a team.
· Ability to meet deadlines with strong attention to consistency, detail, and quality.
· Ability to travel within country if needed.
Interested candidate please apply through the link below by the latest 15th June 2020
