Job Summary
The primary responsibility of this position is to assist the Director of Operations in ensuring that procurement policies and procedures are made available to and accessible by all projects, and are being complied with. This position assists the Director of Operations to ensure that procurement actions by projects are of high quality and produce the best values. The Procurement Specialist provides support to project offices and sub-offices in ensuring that all procurement actions are properly documented and that contracts with vendors of goods or services sufficiently protect CARE's interests.
RESPONSIBILITIES:
A. PROCUREMENT ACTION SUPPORT
- Conduct procurement actions for items which project offices or sub-offices cannot perform due to technical constraints;
- Conduct procurement of insurance for the CO in coordination with the Administration Unit;
- Support procurement actions conducted by the Jakarta office as necessary;
- Coordinate with Operations Assistant on the provision of logistical supports for procurement actions if required by project offices or sub-offices;
- Coordinate with the Government Liaison Unit in securing tax and import duty exemption on procurement items from all projects and sub offices;
- Facilitate communications between Finance Unit in Jakarta with procurement units in project offices or sub-offices on matters related to vendor payments. This includes operations of the procurement module of SCALA at the Jakarta level.
B. POLICY AND COMPLIANCE
- Establish, update and revise procurement policies and procedures to meet program needs and donor requirements. In this connection coordinate with the Contracts Management and Compliance Unit;
- Liaise with all staff in disseminating, socializing, and clarifying procurement policies and procedures. This includes preparing and delivering training materials to existing and new staff, and ensuring that proper forms are made available and are used by all projects and sub-offices;
- Actively monitor and assist compliance with procurement policies and procedures by all projects (i.e. procurement help desk function);
- Review all Notes to File or Memo put forward to address procurement issues or deviations, including sole sourcing, prior to signing by the Country Director;
- Ensure that all staff involved in procurement functions signs the procurement code of conduct forms and the forms are documented.
C. PROCUREMENT QUALITY, CONTRACTING AND DOCUMENTATION
- Compile and develop vendor database to ensure that programs and projects have access to vendors providing best values;
- Ensure that approved vendor lists are updated semi-annually. The updates should include performance review on the vendors;
- Ensure that all required vendors are properly selected and supported with proper contracts.
- Ensure that appropriate vendors are identified and linked with the CO's Emergency Preparedness Plan
- Conduct systematic review or inspection on procurement activities conducted by project offices.
- Ensure that procurement plans are being developed by projects, synthesized and translated into procurement actions.
- Conduct compliance review on purchase contracts or consultancy contracts submitted by project offices and sub-offices prior to signing by the Country Director;
- Manage the overall procurement process for consultancy that is originated by the Jakarta office;
- Coordinate with the sub-office staff in ensuring timely and systematic transfer of procurement documents to external storage.
D. REPORTING AND AUDIT
- Compile weekly Procurement Status Report;
- Compile quarterly anti-terrorist reports and coordinate the utilization and documentation of anti-terrorism systems (including the Bridger Systems) that covers staff, vendors, consultants and partners;
- Produce special reports on procurement as requested by the supervisors, donors and CI Members.
- Liaise with auditors on procurement matters;
- Implement audit recommendations and follow up progress at project level.
E. Other Work Related Functions
- Perform job responsibilities in accordance with the CARE core values and Code of Conduct
- Accomplish Project Activity Reporting (PAR) form on monthly basis
- Perform specific tasks related to the Performance Management system (i.e., development of individual operating plan (IOP), review of IOP, self appraisal) on timely manner.
- Participate in the development of Unit AOP and contribute to the achievement and performance of planned activities.
- Perform other duties reasonably assigned by the Supervisor and the Senior Management Team.
QUALIFICATIONS:
- S1 (min) in related discipline or advanced degree. Certification may be required in some areas;
- 3 - 5 years of successful experience specific to procurement (i.e., solicitation of quotes, bid/tenders) be required; not just related field and successful demonstration of Key Responsibilities and Knowledge as presented above;
- Experience in negotiating terms and conditions for the supply of goods and services and in contracting;
- Some familiarity with taxes relevant to procurement of goods and services;
- Some familiarity with the supply chain/market for usual goods and services required for projects Have effective communication skills, particularly in influencing and negotiation are essential for the position;
- High level ability to communicate in English both spoken and written;
- Understanding of multi and bilateral donor procurement policies and procedures/regulations/compliance is an advantage.
TERMS OF OFFER:
CARE is an equal opportunity employer offering a competitive salary and benefits package, and a collegial working environment. Applicants are invited to send a cover letter illustrating their suitability for the above positions, and detailed curriculum vitae (not more than 200KB), with names and addresses of three referees (including telephone, fax numbers and email address). Please DO NOT attach academic transcripts and Diplomas and state clearly the applied position code in the email subject.
Please submit your applications before 11 August 2009 to:
CARE International Human Resources Unit at:
*Only qualified candidates will be short listed*
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