Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

21 October 2015

 

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the German International Cooperation implementing sustainable development on behalf of the German Government.

 

GIZ Office Jakarta (GOJ) is currently looking for an:

                                                                                                              Contract & Procurement Officer

 

Responsibilities

The main responsibilities include, but are not limited to:

• Overall smooth and uninterrupted functioning of the assigned area of responsibility
• Organization and co-ordination of all work mechanisms
• Keeping of experts or programs/projects informed of the status of procurement etc, especially in cases of delays
• Daily operational execution of all affairs in the assigned area of responsibility
• Good impression of the Country Office through a helpful attitude towards the clients
• Well established communications to all frequently approached offices

 

Task

        Procurement of Services

• Prepare contracts for local and regional freelance experts and consulting companies, coordinate assignments
• Prepare financing agreement, local subsidy contract, and construction contract.
• Reviewing all documents/ task order proposals for contractual consistency, accuracy and compliance with GIZ regulations
• Prepare Contract by using computer program (SAP – CoSoft)
• Ensuring that all contractual mechanisms are being fully executed and modified in a timely manner
• Maintaining close and continuous communications with project office‘s contracting representative and technical staff to ensure term of reference, scopes of work, deliverables, budgets, etc., is doable/achievable, meaningful, and reasonably priced
• Monitor status of contract implementation, computation of all payments including advances, file documents of completed assignments
• Maintain a database of national and regional experts including moderators by using computer program (Consultant Software – CoSoft) 

Procurement of Goods

• Prepare and process the procurement comply with GIZ Regulation
• Maintain, carry out, and responsible for local procurement (negotiates costs, orders stationary, inspect delivery, etc), including quotation procedures, according to GIZ guidelines
• Conducting compliance review of procurement request and specification submitted by project offices
• Conducting the summary bid analysis to get best overall value
• Prepare Purchase Order for suppliers by using computer program (SAP – ProSoft)
• Perform procurement functions and negotiate best prices with vendors
• Maintain a database of suppliers

 

Other duties/additional tasks

• Provide an advice to projects  which related with Contract and Procurement matters
• Filing the contracts and purchase order according to GIZ regulation as active and inactive files (softcopy and hardcopy)
• Assist in  and/or carry out other project activities and tasks as assigned
• Undertake further job training related to his/position and duties if required
• Make photocopies and scans documents if and when required
• Compile and organize information materials
• Label files according to GIZ filing system

Required qualifications, competences and experience

• At least bachelor degree in related area;
• At least 5 years’ professional experience in similar position;
• Having working experience with GIZ will be an advantage;
• Good working knowledge on computer e.g. MS Office Excel and Word; SAP - CoSoft and ProSoft
• Excellent communication skills in Bahasa Indonesia and English (both oral & written).
• Proficiency in German will be ideally;
• Ability to work in an international team.

 

Duty Station: Jakarta

Contract Period: starting in November 2015 

Direct Supervisor: Contract and Procurement Manager

 

Interested candidates should submit the application letter, CV with latest photograph and list of references (max. 300 kb), addressed to recruitment-indo@giz.de with email subject: GOJ – Contract & Procurement Officer (CPO) The closing date to submit the application letter is on 2 November 2015.

 

Only short-listed candidates will be notified for interviews

Swisscontact

Swisscontact promotes economic, social and ecological development by supporting people to successfully integrate into local commercial life. Swisscontact creates opportunities for people to improve their living conditions as a result of their own efforts. The focus of its systemic intervention in the private sector is the strengthening of local and global value chains. Through its projects, Swisscontact works to enable access to professional training, promotes local entrepreneurship, creates access to local financial service providers and supports the efficient use of resources with the goal of successfully promoting employment and income. 

The Sustainable Cocoa Production Program (SCPP) is a large Public Private Partnership (“PPP”) in Indonesia which was established in January 2012. The Project is financed by the Swiss Secretariat for Economic Affairs SECO, The Sustainable Trade Initiative IDH, the Embassy of the Kingdom of the Netherlands, the International Fund for Agriculture Development IFAD, and six Private Sector Companies from the cocoa sector for the duration from 2012 – 2015. The Program works directly with 60,000 cocoa farming households in six Indonesian Provinces to improve farm productivity and livelihood conditions.

For our Swisscontact SCPP-Program in Indonesia, we are looking for :

Procurement and Logistic Officer

Begin of Employment                    :  July 2015 or as agreed

Place of Duty                                :  1 Person, Jakarta, Indonesia.

                                                                   

                                 

Overall Task

Under direct supervision from The Procurement and Logistic Manager of Country Office, Procurement and Logistic Officer is responsible and accountable for developing and maintaining system of Procurement and Logistic activities Country Office level in full compliance with Swisscontact Procurement and Logistic regulations. In accordance with the provisions of the Internal and External Finance and Audit Act, Asset officers of the Country Office are responsible for the efficient, effective and economical use of Procurement and Logistic activity. In addition safe keeping of the Swisscontact's assets and can be held legally responsible any loss, damage or misuse of such assets, expiration of insurance, endorsement of insured items and insurance claim.

 

Procurement and Logistics

• Prepare Request for Quotations (RFQ), Purchase Requisition (PR), Bid Analysis (BA), receipt of quotations, bids or proposals and the evaluation, negotiation of certain conditions of contracts.
• Track and updated the status of requisition, quotations, purchase order/contracts, order, good receive note, receipts, waybills, and all other document.
• Ensure that all procurement documents professionally valid, complete, and comply with the guideline and regulation as well and well documented.
• Assist in the maintenance of thorough procurement files as outlined in the Swisscontact procurement policy;
• Support the programs with the required logistic information (costs, supplier, and availability of products, etc.).
• Ensure that the Swisscontact logistics systems, procedures and working practices;
• Ensure that the proper administrative procedures and standards for requisition follow-up, purchasing, stock keeping and dispatch are followed;
• Providing input and assist to Procurement and Logistic activities in regional level and enable to travel across district of Swisscontact project sites;
• Ensure incident and accident reporting is conducted as necessary. Includes completion of incident report form, informing necessary actors and maintaining incident report file. 

 

Asset Management

• To maintain the Swisscontact's asset recording system for organization assets.
• To email to District Office on bimonthly basis an Asset Data Form (Excel) to collect asset information on transfers, write off and sale on organization assets. To follow up on response within 10 working days.
• To email to District Office on bimonthly basis, an Asset Data Form (Excel) listing purchases for the last two months and follow up response within 10 working days on serial number, location and custodian of organization assets.
• To provide reports asset update to the Procurement and Logistics Manager.
• To undertake, in conjunction with Procurement and Logistics Officers of each Region, regular stock takes of organization assets and ensure Stock take sheets are signed by the Procurement and Logistics Manager are conducted on an annual cycle and or Audit purpose.
• To provide two copies of a list of organization asset to Procurement and Logistics Manager and Sr. Support Services Manager in December for their review and confirmation. The last Stock take date will be recorded against each asset. Procurement and Logistics Manager are required to sign and return one copy to the Procurement and Logistic  Officer, not later than 10 working days after the financial year ended 31 December. Any further additions, deletions and amendments should be included on the copy returned to Procurement and Logistic. This process is to facilitate the signing and return of the Management Representation statement to the Program Director, as required for financial yearly report and external audit purposes.
• To match assets received with a purchase requisition, purchase order and stores delivery advice.
• To ensure assets received are in good working order and adequately secured.
• To ensure assets are readily available for stocktaking purposes and to assist with the stocktaking
• To email to District Office on bimonthly basis an Asset Data Form (Excel) to collect asset information on transfers, write off and sale on organization assets. To follow up on response within 10 working days.
• To email to District Office on bimonthly basis, an Asset Data Form (Excel) listing purchases for the last two months and follow up response within 10 working days on serial number, location and custodian of organization assets.
• To provide reports asset update to the Procurement and Logistics Manager.
• To undertake, in conjunction with Procurement and Logistics Officers of each Region, regular stock takes of organization assets and ensure Stock take sheets are signed by the Procurement and Logistics Manager are conducted on an annual cycle and or Audit purpose.
• To provide two copies of a list of organization asset to Procurement and Logistics Manager and Sr. Support Services Manager in December for their review and confirmation. The last Stock take date will be recorded against each asset. Procurement and Logistics Manager are required to sign and return one copy to the Procurement and Logistic  Officer, not later than 10 working days after the financial year ended 31 December. Any further additions, deletions and amendments should be included on the copy returned to Procurement and Logistic. This process is to facilitate the signing and return of the Management Representation statement to the Program Director, as required for financial yearly report and external audit purposes.
• To match assets received with a purchase requisition, purchase order and stores delivery advice.
• To ensure assets received are in good working order and adequately secured.
• available for stocktaking purposes and to assist with the stocktaking.
• To ensure that assets are readily identifiable and records are kept of unique identifying numbers.
• On completion of an individual’s service work with the organization, to ensure the return of all Organization items to the Office or respective person.

 

 

 

Communication, supervision, and Reporting:

• Reports directly to the Procurement and Logistic Manager and in close coordination with Sr. Support Services Manager.
• Prepare and update monthly Procurement Plan reports.
• Conduct regular coordination to the Program/Requester and supplier in terms of Inspection of Goods, updating status order, acknowledgment of delivery of goods.
• Prepare the financial budget estimates for the monthly procurement activities and money order.
• Close coordination with Regional Procurement and Logistics Officer as arrangement and updating delivery of goods to regional office.
• Following up and coordination with Regional Procurement and Logistics Officer delivery of warehouse monthly stock reportand submit to the Procurement and Logistic Manager.
• Work in close coordination with Regional Procurement and Logistic Officer to compile and complete of handover notes and inventory check in term of internally staff or to beneficiaries.
• Work in close coordination with IT unit to manage list of IT infrastructure used by Swisscontact staff.

 

Education/Qualifications

Bachelor's degree in Business Administration, Logistic, Procurement Management from an accredited academic institution or an equivalent combination of training experiences.

 

Experiences

•  At least five (5) years of progressively responsible experience in international development project implementation preferably in an International NGO.
• At least five (5) years of progressively responsible experience in Procurement and Logistic Management.
• Experience in fleet management and handling claim insurance.
• Familier with Procurement regulation and asset handling over would be an advantage.

 

Skills/Knowledge:

• Strong organizational, planning, management skills and experience working in inter-cultural teams and environments.
•  Strong analytically skills including analysis of both quantitative and qualitative data through a variety of survey.
• Demonstrated ability to deliver high quality outputs on time.
• Good interpersonal skills and commitment to working in a team.
• Excellent report writing skills and fluency in Indonesian and English.

Please submit your application letter addressing the above qualifications and experience with your curriculum vitae on June 26^th, 2015 at the latest to:

Swisscontact, Human Resources Unit, The Vida Building, 5th floor, Jl. Raya Perjuangan No. 8, Kebon Jeruk – Jakarta Barat 11530 , Tél. +62 21 2951 0200

E-mail: hrd.indonesia@swisscontact.org

Only short-listed candidates will be notified and invited for interviews.

Global Green Growth Institute (GGGI)

Job title: Procurement and Admin Officer

Location: Jakarta, Indonesia

Salary: Competitive

Start date: As soon as possible

End date: 31^st December 2015 (with possibility of extension)

Full-time/part-time: Full time

Background

The Global Green Growth Institute (GGGI) is looking to hire a Procurement & Admin Officer to support the team in their Jakarta office.

GGGI is an international organization founded in June 2010. GGGI is dedicated to pioneering and diffusing a new model of economic growth, known as “green growth”. This simultaneously targets key aspects of economic performance, such as poverty reduction, job creation, social inclusion and those of environmental sustainability such as mitigation of climate change and security of access to clean water. GGGI’s approach is particularly suited to developing countries because it starts from broad-based progress in living standards and growth.

The Jakarta office is offering a position within a varied and dynamic team, with the post holder taking responsibility for all general aspects of procurement and administrative support for the team. Reporting to the Head of Program Management, the role will involve extensive management for a diverse team who frequently travel within Indonesia and internationally. 

Key Responsibilities

The Procurement and Admin Officer will be responsible for supporting Head of Program Management for the implementation of the procurement, travel and logistics support, asset management, contracting consultant and HR administration related for GGGI Indonesia. The officer will support the team in using adequate and appropriate internal controls to meet the standard procurement regulation applied. In addition Procurement & admin Officer will lead the procurement process into the GGGI ERP system.

Detail responsibilities are:

-          Receive and review request, specifications and confirm budget availability and other needed information from program team and other staff member

-          Prepare contract or purchase order and ensure that the process will follow GGGI regulation and ERP system appropriately

-          Coordinate with program team to identify potential vendors, contractors and consultants based on the requirement determined by program team

-          Ensure that all procurement activities are done through GGGI ERP system and ensure that proper administrative procedure and standard for follow up are strictly adhered to.

-          Update contract and procurement tracking system and database.

-          Coordinate with finance and admin officer for travel workshop arrangement at national and subnational (province or district) level.

-          Manage HR administrative matters particularly for the short and long term consultant

-          Support the Finance and Office manager to ensure smooth running of multiple workspaces in in Jakarta and in provinces with operations (Central and East Kalimantan)

-          Focal point of ICT team (M&A) and with Head Office

-          Other Adhoc admin support for effective operation

Qualifications

·         Bachelor educational qualification in Business Administration/Management/HR or related subject

·         Having at least three years experiences in procurement and administrative field, preferably with large-scale international projects

·         Substantial, relevant work experience as a team PA

·         Exceptionally organized with excellent prioritization skills

·         Strong interpersonal skills and the ability to work with multi-cultural teams

·         Experience / knowledge of sustainability

·         Experience in event organization

·         Strong experience Microsoft Office applications (Word, Excel, PowerPoint, etc.) and data bases, and in particular experience working with budget management software

·         Experience of working in an international organization is a benefit although not essential

·         Strong oral and written English, and fluency in Indonesian/Bahasa is essential.

This is a 5 months contract with the potential of extension. The successful candidate will have prior experience supporting multiple people, work well under pressure and have a flexible approach to working. This is a great opportunity to be a key part of GGGI’s global team during this formative phase and beyond.

To submit your application please send your CV with a brief cover letter to: afif.fahrudin@gggi.org  by 31 June 2015.