Procurement Officer – Position Summary
The Procurement Officer is responsible for facilitating the procurement aspects of YMCI’ Procurement operation. Working closely with Program, Administration, and Finance, the Procurement Officer is instrumental in supporting program activities through his/her services.
Essential Job Responsibilities
- Responsible for supporting all procurement aspects of Yayasan Mercy Corps Indonesia program in accordance with the organization and donor policies/procedures and sensitivity/confidentially
· Daily coordination of YMCI procurement activities;
· Has a full understanding of YMCI procurement policies and formats. Assists, as needed in training staff on these policies;
· Assists staff as needed on creating clear and understandable purchase requests and other documentation;
- Collects quotations and bids from the market for PR-s as assigned by Procurement Senior Officer– as per YMCI standards and formats;
- Interact with Vendors during the collection of quotations – explain YMCI formats and ensure that vendors will use the provided forms.
- Ensure fair competition and maintain a fair and transparent process in the procurement of goods and service strictly adhere to YMCI procurement rules regarding vendor relations as described below:
· Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives;
· Provide equal opportunity for vendors/suppliers to make price and specification quotations;
· Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers;
· Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible;
· Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods;
· Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals;
· Remain scrupulously free of obligations to any vendor/supplier;
· Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services;
· Inform vendors/suppliers about current and anticipated requirements;
· If, for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.
- Adequate documentation of purchase transaction and procurement contracts for archival and audit purposes, and should be followed using the forms outlined in the Field Procurement Manual and signed by the appropriate authorities;
- Interact with contractors, in coordination with the Procurement Senior Officer;
- Make sure that all delivered items from vendors are in accordance with printed Purchase Requisition;
- Prepare goods received a note and collect the authorized signature;
- Prepare the required documentation of supplies and transactions are completed to YMCI standards;
- Assist the P&L management and office staff with procurement activities, as required;
- The Procurement Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to YMCI and to not jeopardize its humanitarian mission;
- Do not engage in any transactions which constitute a conflict of interest, including the receipt of gifts or money from vendors, contractors, suppliers or other parties;
- Develop and Maintain a high quality of filling the system both soft copy and hard copy for procurement-related documentation;
- Assist Procurement Senior Officer to handle the tender process and able to handle the tender process if needed;
- Handle the Procurement process for micro and small purchases;
- Analyzing and reviewing Purchase Request in accordance with FP3 standards;
- Prepare Simple Service Contract and amendment contract
- Degree in a relevant business the field is desired;
- Minimum 1-year experience in supply chain management; international business or related field;
- Strong organizational skills; ability to interact effectively with international and national personnel;
- Good English skills;
- Good computer skills on MS Office programs, especially in MS Excel;
- A clear understanding of procurement ethics and donor compliance is essential.
The vacancy will be closed 14 February 2020 and only shortlisted candidates will be contacted for interview. We look forward to hearing from those who are interested in taking this opportunity to grow and develop with us.
Human Resources Department