World Food Programme, Indonesia invites applications from the eligible candidates for the following position:
Position: Procurement Assistant
Contract Type: Special Service Agreement
Duration: 3 months
Duty Station: Jakarta, Indonesia
Accountabilities:
Under the direct supervision of the Procurement Officer and Senior Procurement Assistant, the Procurement Assistant will be responsible for the following duties:
Update the current vendor list of WFP Indonesia for each specified food item, non-food item and service based on performance evaluations conducted by WFP Indonesia and information received through contacting vendors; propose vendors to be removed or suspended from the current vendor lists to the Vendor Management Committee of WFP Indonesia;
Search for new potential vendors of each specified food item, non-food item and service on the internet, in ompany directories and other sources and contact these prospective vendors to gain detailed information on their core business activities and interest to potentially supply to WFP;
Send out WFP Food Quality and Safety questionnaires to the identified new potential vendors of each specified food item and request the Food Technologist of WFP Indonesia to assess, based on the returned filled-in questionnaires, whether they meet WFP food quality and safety criteria;
Submit the returned filled-in questionnaires of the new potential vendors of each specified processed food item to a qualified inspection company (to be selected through tender) and assign the inspection company to audit the new potential vendors;
Based on the returned filled-in questionnaires (and the audit reports), make a first selection of new potential vendors of each specified food item and send out business/financial information requests and the WFP Supplier Registration Form. Based on the submitted information, assist in the assessment whether they meet WFP food vendor criteria regarding legal qualification, annual turnover, previous experience, production and loading capacity, trade references, years of existence and number of employees and whether their published price lists
are competitive;
Send out business/financial information requests to the identified new potential vendors of each specified non-food item and service and based on the submitted information, assist in the assessment whether they meet WFP vendor criteria regarding legal qualification, years of existence, trade references, financial standing, ability to provide
installation, training and after-sales services and/or maintenance, readiness to dispatch company staff to project sites, ability to provide technical manuals, instruction booklets and spare parts lists in the required language(s);
Release Requests For Information (RFI) for some of the specified non-food items and services to obtain specific information on e.g. unique requirements, availability, delivery schedules, terms and conditions, prototype capability and published price lists;
Based on all the information and documents received from the new potential vendors, make a final selection of new ‘pre-qualified’ potential vendors and recommend these for inclusion in the vendor lists and registration in WFP’s ‘WINGS’ system (only applicable to new potential vendors of food items) to the Vendor Management Committee of WFP Indonesia;
Draft a Note For the Record on the outcome of the Vendor Management Committee meeting, with the details of the recommended new ‘pre-qualified’ potential vendors for each specified food item, non-food item and service in annexes, to be submitted for approval to the Country Director (Procurement Authority) of WFP Indonesia;
Based on the approval of the Country Director (Procurement Authority) of WFP Indonesia, add the approved new ‘pre-qualified’ potential vendors to the updated vendor list of WFP Indonesia for each specified food item, non-food item and service and request the Vendor Focal Point within WFP Indonesia to register the approved new
‘pre-qualified’ potential vendors of food items in WFP’s ‘WINGS’ system;
Any other duties as required by the supervisor.
Qualifications and Experiences:
Education: Secondary school education. Formal training in the area of procurement desirable.
Experience: At least three years of progressively responsible support or secretarial work experience, involving frequent contacts with external parties. Support- or secretarial work experience specifically in the field of procurement, involving frequent contacts with vendors is desirable.
Knowledge: Experience utilizing computers, including Microsoft Office programs (e.g. Outlook, Word, Excel etc.). Knowledge of WINGS (WFP Information Network Global System) desirable. Knowledge of WFP Procurement Manual, in particular the sections on the selection of potential vendors desirable.
Language: Excellent in both oral and written communication in Bahasa Indonesia and good in both oral and written communication in English.
Only candidates meeting the above requirements are requested to apply. Female candidates are especially encouraged to apply. Applications should be sent by e-mail to the following address: Jakarta.Vacancy@wfp.org
All applications should include an updated CV (in English), a photograph and three references and should be received no later than 31 October 2012.
Kindly put the post title in the subject matter of your e-mail application.
“Only short-listed candidates will be contacted”
Position: Procurement Assistant
Contract Type: Special Service Agreement
Duration: 3 months
Duty Station: Jakarta, Indonesia
Accountabilities:
Under the direct supervision of the Procurement Officer and Senior Procurement Assistant, the Procurement Assistant will be responsible for the following duties:
Update the current vendor list of WFP Indonesia for each specified food item, non-food item and service based on performance evaluations conducted by WFP Indonesia and information received through contacting vendors; propose vendors to be removed or suspended from the current vendor lists to the Vendor Management Committee of WFP Indonesia;
Search for new potential vendors of each specified food item, non-food item and service on the internet, in ompany directories and other sources and contact these prospective vendors to gain detailed information on their core business activities and interest to potentially supply to WFP;
Send out WFP Food Quality and Safety questionnaires to the identified new potential vendors of each specified food item and request the Food Technologist of WFP Indonesia to assess, based on the returned filled-in questionnaires, whether they meet WFP food quality and safety criteria;
Submit the returned filled-in questionnaires of the new potential vendors of each specified processed food item to a qualified inspection company (to be selected through tender) and assign the inspection company to audit the new potential vendors;
Based on the returned filled-in questionnaires (and the audit reports), make a first selection of new potential vendors of each specified food item and send out business/financial information requests and the WFP Supplier Registration Form. Based on the submitted information, assist in the assessment whether they meet WFP food vendor criteria regarding legal qualification, annual turnover, previous experience, production and loading capacity, trade references, years of existence and number of employees and whether their published price lists
are competitive;
Send out business/financial information requests to the identified new potential vendors of each specified non-food item and service and based on the submitted information, assist in the assessment whether they meet WFP vendor criteria regarding legal qualification, years of existence, trade references, financial standing, ability to provide
installation, training and after-sales services and/or maintenance, readiness to dispatch company staff to project sites, ability to provide technical manuals, instruction booklets and spare parts lists in the required language(s);
Release Requests For Information (RFI) for some of the specified non-food items and services to obtain specific information on e.g. unique requirements, availability, delivery schedules, terms and conditions, prototype capability and published price lists;
Based on all the information and documents received from the new potential vendors, make a final selection of new ‘pre-qualified’ potential vendors and recommend these for inclusion in the vendor lists and registration in WFP’s ‘WINGS’ system (only applicable to new potential vendors of food items) to the Vendor Management Committee of WFP Indonesia;
Draft a Note For the Record on the outcome of the Vendor Management Committee meeting, with the details of the recommended new ‘pre-qualified’ potential vendors for each specified food item, non-food item and service in annexes, to be submitted for approval to the Country Director (Procurement Authority) of WFP Indonesia;
Based on the approval of the Country Director (Procurement Authority) of WFP Indonesia, add the approved new ‘pre-qualified’ potential vendors to the updated vendor list of WFP Indonesia for each specified food item, non-food item and service and request the Vendor Focal Point within WFP Indonesia to register the approved new
‘pre-qualified’ potential vendors of food items in WFP’s ‘WINGS’ system;
Any other duties as required by the supervisor.
Qualifications and Experiences:
Education: Secondary school education. Formal training in the area of procurement desirable.
Experience: At least three years of progressively responsible support or secretarial work experience, involving frequent contacts with external parties. Support- or secretarial work experience specifically in the field of procurement, involving frequent contacts with vendors is desirable.
Knowledge: Experience utilizing computers, including Microsoft Office programs (e.g. Outlook, Word, Excel etc.). Knowledge of WINGS (WFP Information Network Global System) desirable. Knowledge of WFP Procurement Manual, in particular the sections on the selection of potential vendors desirable.
Language: Excellent in both oral and written communication in Bahasa Indonesia and good in both oral and written communication in English.
Only candidates meeting the above requirements are requested to apply. Female candidates are especially encouraged to apply. Applications should be sent by e-mail to the following address: Jakarta.Vacancy@wfp.org
All applications should include an updated CV (in English), a photograph and three references and should be received no later than 31 October 2012.
Kindly put the post title in the subject matter of your e-mail application.
“Only short-listed candidates will be contacted”
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