Yayasan KNCV Indonesia is a partner of the KNCV Tuberculosis Foundation headquartered in The Hague, Netherlands. We collaborate and develop partnerships with the Government, international organizations, and local organizations in providing technical assistance and developing effective, efficient, innovative, and sustainable TB control strategies.
We are an organization of TB professionals, including doctors, researchers, training experts, and epidemiologists.
Our VISION is that Indonesia free of tuberculosis and other related public health problems.
Our MISION is to eliminate TB in Indonesia and other related diseases through the development and implementation of effective, efficient, and sustainable TB control strategies.
For our anticipated project, Yayasan KNCV Indonesia is looking for an:
Admin Officer
Duty Station: DKI Jakarta
The Admin Officer will contribute to the effectiveness and efficiency of office administration, project activities, office maintenance, document & filing systems, and logistics. The post holder also will be responsible to provide effective and efficient procurement and contract management, which is compliant with YKI, Donor, and Government Regulation and is in line with the appropriate budget.
Key Responsibilities include:
1. Procurement
- Ensure that Yayasan KNCV Indonesia conducts its procurement activities within the frame of sound business practices and in accordance with YKI and donor policies and regulations.
- Ensure that purchase requests have clear specifications for goods to be procured and Scopes of Work / Terms of Reference detail the services to be provided with clear deliverables and timeframe.
- Build up strong relationships with external parties – suppliers, service providers, and consultants - in order to get the most cost-effective tariffs, maintain effective but transparent lines of communication with these parties.
- Establish and maintain a database of suppliers including price guides/catalogs / technical product information to be used by the field and office for budgetary and ordering purposes.
- Update the list of the key contacts at all times and ensure supplier files are updated accordingly.
- Plan and implement the procurement activities, including obtaining quotations, analysis of quotes for the best value for money, and managing sealed bidding / tendering to Purchase Order (PO) and Contract for Services in accordance with YKI and Donor procurement guidelines.
- Negotiate where necessary to obtain the best deal/transaction,
- Monitor and evaluate supplier performance to ensure they provide a quality service in a timely manner.
- Coordinate and monitor the supplier performance and delivery of services and ensure through established procedures that all received goods and services are in accordance with the terms and specifications in the approved PR and / or ToR. Furthermore, ensure quality and appropriate delivery of consultancy services.
- Establish a shortlist of preferred suppliers.
- Transfer a copy of all procurement documents to the relevant staff who will be receiving the goods / services.
- Liaise with the receiving staff member to ensure all goods received comply with the order (quality and quantity) before preparing the payment request
- Review all bills and invoices prepare payment requests attaching all the necessary supporting document and pass to the Manager for review and approval.
- Coordinate with the officer responsible for assets to ensure all goods procured are included on the YKI Asset Register, where needed.
- Establish and maintain a procurement-tracking database and provide the manager with a weekly status report on all PRs and POs.
- Develop procurement activity reports as requested by the Manager indicating trends, possible ways of saving money, making procedures more efficient and establishing timelines for purchasing activities.
- Oversee the
contracting process including negotiate contract terms and conditions with
interested suppliers, and award contracts to successful bidders.
- Develop Contracts for Services based on approved Scopes of Work as needed ensuring scopes of authority, lines of communication and reporting are clear with between specific individuals who will interact directly with the contractor.
- Monitoring contractor’s progress, performance and adherence to regulations on a regular basis through relevant YKI staff to ensure services conform to the contract requirements and are on schedule.
- Developing a contract tracking spread sheet with start and end date for each performance component including milestones, payment schedules and reporting requirements.
- Review invoices and arrange payment requests consistent with the contract terms.
- Support assets maintenance, ensure all goods procured are included on the Asset Register, where needed
- Provide logistics support as required
- Manage and ensure all filing (electronic and hard copy) related to procurement/contracts are kept in good order and easily accessible including PR, RFQ, Quotes, Bid Analysis, PO, Invoice, request for waiver, contracts, the scope of services or any other special document that may be required.
- Consistently review procurement and contracting policies and procedures to ensure that they are efficient, effective, transparent, and accountable
- Perform other duties as requested by supervisor
Qualifications and Competencies:
1. Educational Qualification:
· University degree in any major
2. Competencies and skills:
· Minimum 3 - 4 years’ experience in procurement/office administration
· Strong organization skill
· Act with integrity and professionalism at all times.
· Good knowledge in office administration, procurement, and logistics
· Excellent communication and negotiation skills
· Internet application
· Excellent English
3. Working conditions
· As work requires field/hospital visits personal respiratory protection may apply
Yayasan KNCV Indonesia offers a flexible and supportive work environment and strongly encourages developing your skills and abilities to further your career opportunities.
Interested applicants are requested to submit their CV and application to recruitment@yki4tbc.org by the latest on March 25th, 2021.
Please ensure to put the post you apply for in the subject line of your e-mail.
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