Procurement Officer

THE ASEAN SECRETARIAT

INVITES INDONESIAN OR ASEAN NATIONALS WITH PERMANENT RESIDENCE IN INDONESIA

TO APPLY FOR THE FOLLOWING VACANCY

TECHNICAL OFFICER - PROCUREMENT

*Background:*

The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre of ASEAN, a regional inter-governmental organisation founded in 1967, to promote peace and stability, sustained economic growth, shared prosperity

and social progress. It comprises the ten countries of Southeast Asia.

The entry into force of the ASEAN Charter on 15 December 2008 had provided new impetus to ASEAN’s integration efforts by establishing a legal and institutional framework required to achieve the ASEAN Community by 2015. This includes the newly approved organisational structure of the ASEAN Secretariat that is aligned to the requirements of the Charter and the three Blueprints of the ASEAN Political-Security Community (APSC), the ASEAN Economic Community (AEC), and the ASEAN Socio-Cultural Community (ASCC). The ASEAN Secretariat is therefore well positioned to provide the necessary functions required to effectively support the community building process under the Charter and the Blueprints.

Currently the ASEC is looking for a qualified candidate to fill the position of Technical Officer Procurement, who will work under the HRD, Administration, Protocol & Conference Services Division, Corporate Affairs Directorate, Community & Corporate Affairs Department. This Division manages all main ASEC’s internal supply chain services and procurement processes.

*Duties and Responsibilities:

*The post holder will mainly responsible to day to day supply chain services to the office and the ASEAN House, as well as making sure all procurement process is executed in timely and effective manner.

*A. Day to day supply services of the office and the ASEAN House:*

- Conducting surveys for the regular need of office supply and equipment i.e. stationery, water supply, electricity, telephone and furniture.

- Conducting survey on market price for office supply, equipment and services and negotiate with supplier for contract arrangement.

- Receiving all Material/Service Requisition for further procurement process.

- Ensuring all supplies are always in stock without any delay in meeting the needs

- Coordinate with Service Assistant to control and monitor stock supply, equipment or services.

*B. Procurement Processes*

- Preparing and updating list of vendors and suppliers

- Ensuring all administrative documentations are in place (invitation letters, budget approval, etc)

- Preparing purchase orders (based on the ASEC Finance Rules and Procedures), and ensuring that all POs are approved by Deputy Secretary-General for Community and Corporate Affairs in timely manner

- Conduct a quotation committee meeting (based on the ASEC Finance Rules and Procedures), which comprises of the Deputy Secretary-General for Community and Corporate Affairs, Head of Finance and Budget Division, Finance Officer and staff from Bureau/Division.

- Preparing draft contract agreement with suppliers/vendors.

*C. Perform other relevant duties* as assigned by the Assistant Director, Senior Officer and/or higher authorities of the ASEAN Secretariat.

*Requirements:*

- Minimum Bachelor degree in Administration or appropriate related field or discipline with a minimum five (5) years relevant work experience in supply chain management, logistics, or procurement.

- Proven skills in problem solving in a complex organisational environment and in work planning.

- Demonstrated ability to develop, implement, monitor and review policy and procedures.

- Demonstrated ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.

- Very good oral and written communication skills and strong interpersonal skills, including experience in cross-cultural environment and international settings.

- Demonstrated ability to develop and maintain sound working relationships with stakeholders.

- Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.

- Sound command of English, written and spoken.

*General qualifications:*

Familiarity with diplomatic practices and protocol. Other required qualities are: computer literacy and proficiency in the use of Microsoft Office tools; ability to multi-task, work long and irregular hours, and perform outside the usual job scope; ability to function effectively independently and as part of a team; and a willingness to travel on short notice.

Remuneration and Benefits:*

Successful candidate will be offered the post with a probation period of six months (with possibility of extension) and an attractive monthly salary will be offered based on the individual competencies and expertise. S/he will be also entitled for other employment benefits.

*How to apply:*

Send your application to *hr-asean@asean.org* highlighting your suitability and potential contribution to the position together with a detailed CV, certified true copies of educational certificates obtained, and completed Employment Application Form with recent photograph, which can be downloaded at *www.asean.org/opportunities*.

Please indicate on the subject heading: *Application for Technical Officer Procurement*.

Application papers should reach the ASEAN Secretariat by 21 June 2011.

Only shortlisted candidates will be notified, and the decision of the Selection Committee’s shall be final.