Procurement Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a workforce of over 4,000 employees. The organization focuses on various sectors including health, education, economic development, and more, aiming to create a positive impact on communities worldwide. FHI 360 is committed to fostering a diverse and inclusive work environment, ensuring equal opportunities for all employees and applicants.

Job Overview:
The Procurement Officer plays a crucial role in managing all procurement activities related to goods and services for the organization. This includes overseeing vendor and consultant services, managing contracts, and ensuring compliance with terms and conditions. The officer is responsible for maintaining procurement files, tracking deliverable deadlines, and coordinating with various departments to ensure that procurement processes are efficient and effective. The role requires a comprehensive understanding of procurement standards and practices, as well as the ability to work independently and manage multiple deadlines. The Procurement Officer will also be involved in training staff on procurement procedures and policies, ensuring that all team members are well-informed and compliant with organizational standards.

Duties and Responsibilities:

• Manage the procurement process for all goods, services, and consultants, including the bidding and selection process.
• Oversee and maintain all service contracts, consultant agreements, and subgrants for the project.
• Track all contracts, subgrants, and consultant agreements to ensure timely and quality closeout, renewals, or rebids.
• Monitor deliverable deadlines and provide regular updates to technical staff to ensure deadlines are met.
• Maintain all procurement files, including necessary documentation for goods and services, consultants, and other contracts or agreements.
• Work with requestors to check goods/services received to ensure orders are filled correctly and meet specifications.
• Collaborate with the Operations Officer on procurement processes for office management needs.
• Coordinate with Human Resources to post vendor and consultant solicitations, ensuring effective advertising across all procurement channels.
• Respond to technical staff questions on contracts and client compliance, advising on issues and implementing corrective actions. 1
• Negotiate price and terms for all contracts and consultant agreements. 1
• Manage and review vendor performance, initiating new bidding processes if required. 1
• Maintain up-to-date knowledge of FHI 360 procurement processes and local laws. 1
• Liaise with Finance & Accounting Unit to ensure timely payment of purchase orders. 1
• Maintain data on VAT exemptions in coordination with Finance & Accounting. 1
• Work with the Operations team to maintain an updated asset tracker and ensure annual inventory is complete. 1
• Train staff on procurement procedures and documentation requirements. 1
• Assist in developing and revising procurement operating procedures and policies as necessary. 1
• Perform other duties as assigned.

Required Qualifications:

• Bachelor's Degree or its International Equivalent in business administration or a related field.
• Minimum of 8 years of procurement experience.
• Comprehensive knowledge of procurement standards and practices.
• Working knowledge of company policies and procedures regarding procurement, consultants, and contracts.
• Ability to work independently and manage processes and deadlines with limited supervision.
• Excellent communication skills, both written and spoken, in Bahasa Indonesian and English.
• Strong planning, organizational, and interpersonal skills.
• Ability to analyze information and exercise judgment in decision-making.
• Proficiency in computer software applications such as MS-Word, MS-Excel, MS-Outlook, and MS-PowerPoint. 1
• Familiarity with working in international non-government organizations. 1
• High integrity and ability to establish strong working relationships with colleagues from diverse backgrounds.

Educational Background:
A Bachelor's Degree or its equivalent in business administration or a related field is required for this position. This educational background provides the foundational knowledge necessary for understanding procurement processes and practices, as well as the ability to navigate the complexities of contracts and vendor management.

Experience:
The position requires a minimum of 8 years of procurement experience, which should include a comprehensive understanding of procurement standards and practices. Candidates should have a proven track record of managing procurement processes, negotiating contracts, and ensuring compliance with organizational policies and local laws. Experience in working with international non-government organizations is highly desirable, as it provides insight into the unique challenges and requirements of procurement in a global context.

Languages:
Proficiency in both written and spoken Bahasa Indonesian and English is mandatory for this position. This bilingual capability is essential for effective communication with vendors, consultants, and internal staff. Additional language skills may be considered an asset but are not required.

Additional Notes:
The expected hiring salary range for this role is IDR 136,000,000 - 200,000,000 for annual basic salary. The final offer will take into account various factors, including relevant years of experience, education, internal equity, market pay, and budget considerations. FHI 360 is an equal opportunity employer and is committed to safeguarding against abuse, exploitation, and harassment in its work environments. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks. The organization also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS) to ensure a safe and respectful workplace.