Procurement and Operations Assistant

This position handles procurement and operational tasks to support the efficient procurement management of the GGGI Indonesia Country Office. The role involves processing procurement transactions in line with GGGI’s policy and regulation manual and providing daily administrative support to ensure the successful implementation of projects as required.

Engagement:

• Assist the Sr. Finance Associate in ensuring accurate recording of procurement transactions and compliance with GGGI regulations.
• Support procurement processes by managing and maintaining an organized filing system, database, and documentation related to contracts, purchase orders, and vendor records.
• Work as part of the operations team to ensure procurement activities comply with GGGI’s regulations, rules, and procedures.
• Assist in the execution of procurement activities, including sourcing, bidding, and vendor selection, to support program implementation.
• Provide administrative support in the hiring of staff and consultants, ensuring compliance with GGGI’s procurement policies and procedures.

Delivery: 

Procurement Planning:

• Assist in the development and implementation of annual procurement plans for the Indonesia Country Office.
• Ensure the procurement plan is aligned with project needs, timelines, and budget constraints.
• Work closely with project teams to identify procurement needs and priorities.

Procurement for Individual Consultants:

• Ensure that all procurement activities related to individual consultants comply with GGGI’s procurement policies and donor regulations.
• Assist in the preparation of contracts and ensure timely processing of payments for consultants.

Procurement for Consulting Firms:

• Assist the procurement process for consulting firms, including preparing RFPs.
• Coordinate the selection and contracting of consulting firms in compliance with GGGI’s procurement policies and donor guidelines.
• Ensure that contracts with consulting firms are properly executed, and the firms deliver according to agreed timelines and performance standards.

Local Purchase Orders POs:

• Manage the issuance and tracking of local purchase orders for goods and services below IDR 15mio.
• Ensure that all local POs are processed in accordance with procurement guidelines and budget requirements.
• Collaborate with vendors to ensure timely delivery of goods and services, as well as proper documentation for payment processing.

Documentation and Record Keeping:

• Maintain accurate and up-to-date records of all procurement transactions, including POs, contracts, and related documents.
• Prepare reports on procurement activities for internal and donor audits.
• Ensure that procurement files are complete, organized, and easily accessible for audit purposes.

Requirements Qualifications:

• A bachelor’s degree in business administration, procurement, finance, or a related field.
• Preferably at least one year of relevant work experience.
• Strong understanding of basic procurement process.
• Experience working with Indonesian government agencies is highly desirable.
• Experience in international organizations is considered an advantage.
• Familiarity with ERP systems, project support, and administrative tasks is beneficial.
• Experience in the procurement process for goods and services.
• Proficiency in both Indonesian and English is required.

Source: https://careers.gggi.org/vacancy/procurement-and-operations-assistant-580932.html