Yayasan KNCV Indonesiais a non-profit organisation that aims to be a strong
local andself-sustaining organization dedicated to the fight against
tuberculosis (TB)in Indonesia. Yayasan KNCV Indonesia promotes effective,
efficient, innovativeand sustainable tuberculosis control strategies in
Indonesia. We are anorganization of passionate TB professionals, including
doctors, researchers,training experts, and epidemiologists. We aim to stop the
spread of the TBepidemic and to prevent the further spread of drug-resistant TB.
For our newanticipated project, Currently Yayasan KNCV Indonesia is looking for
a:
Procurement andContract Officer
Duty Station: DKI Jakarta
The Procurement and ContractOfficer will be responsible to provide effective
and efficient procurement and contractmanagement, which is compliant with YKI,
Donor and Government Regulation and isin line with the appropriate budget.
Key Responsibilitiesinclude:
Procurement
- Ensure that Yayasan KNCV Indonesia conducts its procurement activities
within the frame of sound business practices and in accordance with Yayasan
KNCV Indonesia and donor policies and regulations ensuring:
- theappropriate materials or services are purchased.
- the correct quality ispurchased at an advantageous price.
- funds are available to cover the purchase, by linking all purchases
tofinance.
- the purchase is allowable under Yayasan KNCV Indonesia and donorterms.
- each purchase is fully and transparently documented with the
necessaryapprovals.
- Ensure that purchaserequests have clear specifications for goods to be
procured and Scopes ofWork / Terms of Reference detail the services to be
provided with cleardeliverables and timeframe.
- Build up strongrelationships with external parties – suppliers, service
providers andconsultants - in order to get the most cost-effectivetariffs,
maintain effective but transparent lines of communication with theseparties.
- Establish and maintain a database of suppliers including
priceguides/catalogs/ technical product information to be used by the field
andoffice for budgetary and ordering purposes.
- Update the key contacts list at all times and ensure supplier files
areupdated accordingly.
- Plan and implement the procurement activities, including from
obtainingquotations, analysis of quotes for the best value for money and
managing sealedbidding / tendering to Purchase Order (PO) and Contract for
Services inaccordance with Yayasan KNCV Indonesia and Donor
procurementguidelines.
- Negotiate where necessaryto obtain the best deal/transaction,
- Monitor and evaluatesupplier performance to ensure they provide a quality
service in a timelymanner.
- Coordinate and monitor the supplier performance and delivery of
servicesand ensure through established procedures that all received goods and
servicesare in accordance with the terms and specifications in the approved PR
and/orToR. Furthermore, ensure quality and appropriate delivery of
consultancyservices.
- Establish a shortlist ofpreferred suppliers.
- Transfer a copy of allprocurement documents to the relevant staff who will
be receiving thegoods/services.
- Liaise with the receiving the staff member to ensure all goods received to
comply with the order (quality andquantity) before preparing the payment request
- Review all bills and invoices prepare payment requests attaching all
thenecessary supporting document and pass to the Administration Manager for
reviewand approval.
- Coordinate with the officer responsible for assets to ensure all
goodsprocured are included on the Yayasan KNCV Indonesia Asset Register,
whereneeded.
- Establish and maintain a procurement-tracking database and provide
thesupervisor with a weekly status report on all PRs and POs.
- Develop procurement activity reports as requested by the
supervisorindicating trends, possible ways of saving money, making procedures
moreefficient and establishing timelines for purchasing activities.
Contracting
- Oversee the contracting process including negotiating contract terms
andconditions with interested suppliers, and award contracts to
successfulbidders.
- Develop Contracts for Services based on approved Scopes of Work asneeded
ensuring scopes of authority, lines of communication and reporting areclear
with between specific individuals who will interact directly with thecontractor.
- Monitoring contractor’s progress, performance, and adherence toregulations
on a regular basis through relevant Yayasan KNCV Indonesia staff toensure
services conform to the contract requirements and are on schedule.
- Developing a contract tracking spreadsheet with start and end date foreach
performance component including milestones, payment schedules, andreporting
requirements.
- Review invoices and arrange payment requests consistent with thecontract
terms.
General
- Manage and ensure all filing (electronic and hard copy) related
toprocurement/contracts are kept in good order and easily accessibleincluding
PR, RFQ, Quotes, Bid Analysis, PO, Invoice, D/N, request forwaiver, contracts,
the scope of services or any other special document that may berequired.
Consistently review procurement and contracting policies and proceduresto
ensure that they are efficient, effective, transparent and accountable
- Act with integrity and professionalism at all times.
- Adhere to the IndonesianGovernment, Yayasan KNCV Indonesia and Donor rules
and regulations at all times.
- Other tasks as requested consistent with the overall scope of thisposition.
Qualifications andCompetencies:
- Educational Qualification:
- University degree with minimum 6 years experience in Procurement/Purchasing
- Competencies and skills:
- Demonstrated knowledge of procurement
- Demonstrated experience of contract management
- Excellent report writing & analytical skills, both narrative/financial
reports
- Strong computer skills and advanced in email, word, and excel
- Exceptional written and oral communication/presentation skills, in both
Bahasa Indonesia and English
- Excellent interpersonal skills, including patience, diplomacy, willingness
to listen and respect for colleagues
- Ability to create a supportive working environment amongst all staff
- Ability to work as part of a team and independently
- Motivated, proactive and willing to learn
- Sound judgment
- Open, responsible and honest
- Punctual and reliable
- Proven problem-solving and negotiation skills
- Ability to meet critical deadlines
YayasanKNCV Indonesia offers a flexible and supportive work environment and
stronglyencourages developing your skills and abilities to further your
careeropportunities.
Interested applicants arerequested to submit their CV and application to
recruitment@xxxxxxxxxxx by 02 March 2020 at the latest
Please ensure to put thepost you apply for in the subject line of your e-mail.
Only shortlisted candidateswill be contacted.
