Job Title: Procurement Coordinator

Reports to: Head of Operations and Grants Management

Position Type: Full-time

Duration/Level of Effort: One year, with a possibility of extension

Location: Jakarta, Indonesia  

Background 

The DFAT-funded Knowledge Partnership Platform (KONEKSI) is Australia’s flagship program in the Indonesia knowledge and innovation sector. KONEKSI’s goal is to achieve an enduring relationship between Indonesia and Australia that advances mutual interest and supports Indonesia’s inclusive and sustainable development.

The purpose of the program is to increase the use of knowledge-based solutions for inclusive and sustainable policies and technologies. This purpose positions KONEKSI as a vehicle to produce knowledge on complex socio-economic problems, where effective solutions are often beyond a unique sector or category of stakeholders. Knowledge produced though KONEKSI will feed into current Government of Australia supported initiatives in Indonesia and /or will reflect new emerging agendas / priorities that become relevant for the bilateral cooperation in the years to come. It will support both the knowledge to policy cycle (K2P) and the knowledge to innovation cycle (K2I), in a complementary and synergistic way. KONEKSI will focus on two End of Investment Outcomes (EOIOs):

1. Australian and Indonesian organisations have increased collaboration and mutual understanding through knowledge partnerships; and
2. Innovative solutions for inclusive and sustainable policies and technologies are generated by knowledge partnerships.

Summary of the Position

The Procurement Coordinator  will report directly to the Head of Operations and Grants Management (HoOG) and will be responsible for procurement process including but not limited to, procuring goods and services following KONEKSI’s procurement policies and procedures including managing inventories and assets. The Procurement Coordinator will provide guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value.

KEY RESPONSIBILITIES

Procurement Process & Administration

• Responsible for procurement of goods and services following and enforcing KONEKSI procurement policies and procedures
• Ensure consistent value for money spent and consistent level of service to the departments when required participates in negotiations
• Working in preparation and process of tender.
• Analyse, negotiate and prepare contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of KONEKSI
• Preparing Purchase / Service Orders (PO) and process the administrative and financial evaluation of received offers. Finalizes procurement processes with drafting of vendor purchase / service orders / contracts and submitting them for approval to the supervisor.
• Follows up on orders with suppliers to expedite timely delivery of the goods/services ordered.
• Maintains contract database and orders filing system.
• Conducts and administers supplier evaluation reports.
• Participating in market research for new types of available services and goods. Takes initiative in identifying potential suppliers of goods and services.
• Contributes to the maintenance of relevant product and supplier catalogues, monitors local advertisements, and identifies emerging companies and products.
• Maintains and updates contracts and supplier database
• Preparing plans for the purchase of general service, office supplies and stationeries
• Maintaining and updating KONEKSI Procurement tracker
• Develop and manage procurement plan, ensuring its align with project financial goals
• Facilitate effective communication between suppliers and internal stakeholders to ensure alignment and timely resolution of issues
• procurement milestones that need to be communicated to the line activity manager.
• Work effectively with program team members to understand procurement procedures, develop  and execute procurement plans, and document procurement decisions appropriately

Asset Management

• Responsible for assets hand over to and from staffs.
• Carry out periodic control and recording of office assets and inventory to monitor the assets location and condition.
• Participating in analyzing the risk of assets in accordance with applicable POM and making office asset management strategies
• Conduct periodic assets review regarding the age and condition of office assets, prepare asset replacement plans so that risks and disruptions to work plans can be minimized
• Compile and maintain accurate database of assets to register and maintain assets records and its movement and provide asset management accountability reports to superiors on a regular basis
• Prepare and coordinate with related departments for asset/work tools needs
• Provide other duty as required

JOB REQUIREMENTS

Education:

• Bachelor’s degree in any related field

Minimum Experience:

• 5 years of progressive experience in the professional services environment, preferably with a development partners or multinational company in developing and delivering procurement support services including preparation, administration, monitoring of contracts, and asset managements.
• Having previous experience working on DFAT projects is considered an advantage.
• Experience with issues surrounding development programs in general and in Gender Equality, Disability and Social Inclusion (GEDSI).

Essential Skills:

• Team-oriented
• Results-focused
• Strong interpersonal and negotiation skills
• Develop strong trusting relationships to gain support and achieve results
• Be flexible and available to interact with employees at all levels
• Be self-directed and motivated
• Take initiative to identify and anticipate client needs and make recommendations for implementation
• Liaise with and work effectively with program team members
• Strong communication skills

Language Proficiency:

• Ability to communicate effectively in Indonesian and English

Language proficiency

Proficiency in English and Indonesian

APPLICATION PROCESS

Applications should be sent to KONEKSI by email to: [email protected], by 5 July 2024 COB (05.00 PM, Western Indonesia Time)

• Please write “KONEKSI – Procurement Coordinator – ( Name )” in the email subject line.
• women, people with disabilities, and people from diverse backgrounds are encouraged to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those shortlisted will be contacted.

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