BROAD STATEMENT OF FUNCTION

The overall responsibilities of the Procurement Assistant include, but are not limited to the following:

Ensuring the integrity of procurement processes for all goods and services required by the AHA Centre and its projects;
Assisting the Procurement Officer in preparing bidding documents;
Assisting the Procurement Officer in conducting bid evaluations;
Ensuring that Technical Evaluations and Tender Documents comply with the procurement rules of the AHA Centre and relevant donors’ procurement regulations;
Assisting in monitoring the performance of contractors and consultants, as well as the delivery and completion of contracted goods and services.
PRIMARY RESPONSIBILITIES

In order to achieve the above objective, the Procurement Assistant will carry out, inter alia, several tasks, but not limited to:

Work under the guidance of the Procurement Officer in implementing all aspects of procurement activities, liaising with the other staff members to ensure close coordination of procurement activities and appropriate technical inputs are incorporated into all procurement activities, procurement documents throughout the process;
Assist in developing and implementing the Procurement Plan and monitoring of procurement processes and developing and managing a contract’s database;
Coordinate project procurement activities by updating led procurement plans and planning procurement actions in general;
Assist all procurement actions, including: (i) process of preparation of procurement document for the process of procurement of goods and services; (ii) request for expressions of interest, bidding documents, proposals, evaluation reports, contracts, and other documents concerning procurement of goods, works, and consultants’ services (iii) verify that all procurement procedures are in strict conformity with the procurement provisions of the Letter of Agreement and AHA Centre’s Procurement Guidelines; (iv) administer contracts for goods and services after signature;
Assist in finalising bidding documents as well as the bid evaluation process in coordination with all relevant staff members and supervise the issue of bidding documents to interested bidders;
Assist in preparation of procurement documents for submission for the donor no-objection (where applicable), and supervise the issue of the approved bidding document to interested bidders and consultants, thereafter;
Handle the finalisation of contracts between the implementing team and the selected suppliers and consultants;
Assist in reviewing contract amendments and obtaining the necessary clearances on the amendments;
Ensure that goods purchased are to specification in terms of quality, quantity and delivery and to advise on those suppliers who fail to meet specifications;
Closely monitor procurement activities in reference to the timeline and milestones laid out as well as the procurement approval process and bring any slippage of activities immediately to the attention of the Procurement officer and HR & Admin Manager;
Any other task assigned by the direct supervisor and HR & Admin Manager.
JOB QUALIFICATIONS REQUIREMENTS

Education

Minimum bachelor’s degree in business administration and other relevant subjects.
Experience

At least three (3) years of experience with a proven track record and exposure to a procurement role in a government, international organisation and/or private sector;
Sound understanding of Government, Intergovernmental or NGO Procurement regulations;
Excellent writing, editing and analytical skills and the capability of working independently;
Fluent in written and spoken English and Bahasa Indonesia;
Proficiency in the use of office applications (MS Word, Excel, PowerPoint), including web-based systems;
Demonstrates the ability to interact effectively with staff across the organisation and with relevant government agencies;
Engages, responds to, and liaises professionally with stakeholders from industry and the private sector;
Ability to work with minimum supervision;
Demonstrates strong and proactive interpersonal and communication skills.
Competency Profile

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 express 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 organizational 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, organize 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 liaising with vendors);
Understanding of supply chain procedures;
Solid analytical skills, with the ability to create financial reports and conduct cost analysis;
Negotiation skills;
Good command of oral and written English;
Good communication skills;
Good relationship management skills;
Good interpersonal skills
Very strong computer skills particularly in Excel and other Microsoft Office programs;

Please send your resume/CV