USAID IFACS - Procurement Officer
Tetra Tech ARD is currently accepting expressions of interest for a Procurement Officer on our USAID Indonesia Forestry and Climate Support Project (USAID IFACS). The USAID IFACS Project is a 4-year project designed to support USAID Indonesia's Country Program Strategy 2009 – 2014, Objective 2: "Sustainable Management of Natural Resources", Intermediate Result 1 "Improved Management of Forest Ecosystems". USAID IFACS seeks to reduce the threats of deforestation and climate change, and help the Government of Indonesia (GOI) conserve the country's tropical forests, wildlife, and ecosystem processes (including carbon sequestration).
Job Title: Procurement Officer
Report to: COP
Duty Station: Jakarta
JOB SUMMARY:The Procurement Officer reports to the Chief of Party in the Jakarta
Office. Her/his role is to manage the procurement process of goods and
services in a transparent, effective and efficient manner in support of
USAID IFACS operations.
MAIN RESPONSIBILITIES AND TASKS:
Contracts
1. Thoroughly familiarize her/himself with detailed systems and
procedures for management of local subcontracts, including preparation
of subcontract templates and other compliance-related documents related
to the solicitation, review, and approval of subcontracts, as well as
the administration, and monitoring of subcontracts;
2. Assist the Chief of Party (COP) in provision of on-going training
to USAID IFACS administrative and technical staff in the area of local
subcontracting;
3. Draft contract agreements and other compliance-related documents
as needed, ensuring that all documents are in compliance with USAID
regulations, Federal Acquisition Regulations (FAR) requirements, and ARD
home office procedures;
4. Assist the COP in the management of the RFP and bid analysis
process;
5. Work closely with USAID IFACS technical and financial staff to
make sure technical and financial attachments to all agreements are
clear, concise and complete, to ensure effective and efficient
subcontract development;
6. Assist COP in effective and efficient subcontracts approval,
disbursement, and compliance;
7. As directed by COP, and in coordination with M&E Specialist,
participate in the monitoring and evaluation of subcontract
implementation;
8. Enter all relevant data in subcontract database, in a complete,
accurate, and timely manner;
9. Extract reports from database, as required, which includes the
monthly submission of the Subcontractor report.
Procurement
1. Thoroughly familiarize her/himself with detailed systems and
procedures for management of procurement of goods and services;
2. Assist the Chief of Party with Request for Quotations (RFQ) and
bid analysis process in compliance with procedures and regulations;
3. Draft purchase orders and other compliance-related documents as
needed;
4. Ensure that all local project procurement complies with ARD home
office procedures and USAID regulations;
5. Ensure the effective and efficient reception of goods;
6. Assist the COP in providing on-going training to USAID IFACS
administrative staff in the application of procurement procedures;
7. Manages inventory spreadsheet and prepares property purchase
report
8. Prepare reports reflecting quantity, status and location of the
inventory items and provide suggestions to the management about
maintenance and repair of inventory item, its disposal and effective
use. Liaise with Home Office on inventory plus property management.
9. Prepare loss reports and seek approval of the concerned supervised
for the reasonable losses. Ensure that inventory database is updated
immediately after recording the loss.
10. Prepare claims for the stolen or hijacked property and send it to
management
11. Conduct inventory check on a quarterly basis by physical counting of
all commodities, and verifying that there name, tag number, location,
and condition are on the master inventory list.
Other
1. Assist COP with the preparation of detailed Procurement Plan;
2. Conduct other activities as requested by the COP.
QUALIFICATIONS: (MINIMUM REQUIREMENTS)
Education: University degree in
administration, or similar field (relevant experience and another
university degree may substitute for the degrees mentioned).
Work Experience: Minimum of 5 years experience in an
equivalent position. Experience working in a similar position for an NGO
or an international organization is preferred. Must also have the
ability to work effectively in a fast-paced, stressful environment. In
addition, must be flexible, willing to perform other duties and work
irregular hours.
Skills: Knowledge of USAID Procurement
regulations for procurement of goods and services. Able to communicate
fluently effectively both verbally and in writing. Excellent
interpersonal skills, including patience, diplomacy, willingness to
listen and respect for colleagues. Must be capable of working both
individually and as part of a team. Must also be able to create a
supportive working relationship among all project teams.
Languages: Excellent Language proficiency in
spoken and written Bahasa Indonesia and English.
TO APPLY
Please email full, current CV in reverse chronological format with 3
references, a brief cover letter explaining why you are qualified for
the position to ljalius@ifacs.or.id <mailto:ljalius@ifacs.or.id>
referring to Procurement Officer in the subject line. Candidates best
meeting position requirements will be contacted. No phone calls, please.
Tetra Tech ARD is committed to diversity and gender equality in all of
its operations- in the U.S and overseas. We strive to reflect these
goals in our global mission and in our workplace. We encourage
applications from women and underrepresented ethnic, racial and cultural
groups. Tetra Tech ARD is proud to be an Affirmative Action/ Equal
Opportunity Employer.
Job Title: Procurement Officer
Report to: COP
Duty Station: Jakarta
JOB SUMMARY:The Procurement Officer reports to the Chief of Party in the Jakarta
Office. Her/his role is to manage the procurement process of goods and
services in a transparent, effective and efficient manner in support of
USAID IFACS operations.
MAIN RESPONSIBILITIES AND TASKS:
Contracts
1. Thoroughly familiarize her/himself with detailed systems and
procedures for management of local subcontracts, including preparation
of subcontract templates and other compliance-related documents related
to the solicitation, review, and approval of subcontracts, as well as
the administration, and monitoring of subcontracts;
2. Assist the Chief of Party (COP) in provision of on-going training
to USAID IFACS administrative and technical staff in the area of local
subcontracting;
3. Draft contract agreements and other compliance-related documents
as needed, ensuring that all documents are in compliance with USAID
regulations, Federal Acquisition Regulations (FAR) requirements, and ARD
home office procedures;
4. Assist the COP in the management of the RFP and bid analysis
process;
5. Work closely with USAID IFACS technical and financial staff to
make sure technical and financial attachments to all agreements are
clear, concise and complete, to ensure effective and efficient
subcontract development;
6. Assist COP in effective and efficient subcontracts approval,
disbursement, and compliance;
7. As directed by COP, and in coordination with M&E Specialist,
participate in the monitoring and evaluation of subcontract
implementation;
8. Enter all relevant data in subcontract database, in a complete,
accurate, and timely manner;
9. Extract reports from database, as required, which includes the
monthly submission of the Subcontractor report.
Procurement
1. Thoroughly familiarize her/himself with detailed systems and
procedures for management of procurement of goods and services;
2. Assist the Chief of Party with Request for Quotations (RFQ) and
bid analysis process in compliance with procedures and regulations;
3. Draft purchase orders and other compliance-related documents as
needed;
4. Ensure that all local project procurement complies with ARD home
office procedures and USAID regulations;
5. Ensure the effective and efficient reception of goods;
6. Assist the COP in providing on-going training to USAID IFACS
administrative staff in the application of procurement procedures;
7. Manages inventory spreadsheet and prepares property purchase
report
8. Prepare reports reflecting quantity, status and location of the
inventory items and provide suggestions to the management about
maintenance and repair of inventory item, its disposal and effective
use. Liaise with Home Office on inventory plus property management.
9. Prepare loss reports and seek approval of the concerned supervised
for the reasonable losses. Ensure that inventory database is updated
immediately after recording the loss.
10. Prepare claims for the stolen or hijacked property and send it to
management
11. Conduct inventory check on a quarterly basis by physical counting of
all commodities, and verifying that there name, tag number, location,
and condition are on the master inventory list.
Other
1. Assist COP with the preparation of detailed Procurement Plan;
2. Conduct other activities as requested by the COP.
QUALIFICATIONS: (MINIMUM REQUIREMENTS)
Education: University degree in
administration, or similar field (relevant experience and another
university degree may substitute for the degrees mentioned).
Work Experience: Minimum of 5 years experience in an
equivalent position. Experience working in a similar position for an NGO
or an international organization is preferred. Must also have the
ability to work effectively in a fast-paced, stressful environment. In
addition, must be flexible, willing to perform other duties and work
irregular hours.
Skills: Knowledge of USAID Procurement
regulations for procurement of goods and services. Able to communicate
fluently effectively both verbally and in writing. Excellent
interpersonal skills, including patience, diplomacy, willingness to
listen and respect for colleagues. Must be capable of working both
individually and as part of a team. Must also be able to create a
supportive working relationship among all project teams.
Languages: Excellent Language proficiency in
spoken and written Bahasa Indonesia and English.
TO APPLY
Please email full, current CV in reverse chronological format with 3
references, a brief cover letter explaining why you are qualified for
the position to ljalius@ifacs.or.id <mailto:ljalius@ifacs.or.id>
referring to Procurement Officer in the subject line. Candidates best
meeting position requirements will be contacted. No phone calls, please.
Tetra Tech ARD is committed to diversity and gender equality in all of
its operations- in the U.S and overseas. We strive to reflect these
goals in our global mission and in our workplace. We encourage
applications from women and underrepresented ethnic, racial and cultural
groups. Tetra Tech ARD is proud to be an Affirmative Action/ Equal
Opportunity Employer.
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