Vacancy: Procurement Assistant - Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia

Yayasan Inisiatif Perubahan Akses menuju Sehat (IPAS) Indonesia, is a local foundation works as affiliation of Ipas global so that women and girls have improved sexual and reproductive health and rights through enhanced access to and use of safe abortion and contraceptive care as per Indonesia’s Law. We believe in a world where every woman and girl has the right and ability to determine her own sexuality and reproductive health.  

We are currently seeking qualified candidates for the position of Procurement Assistant, based in Jakarta. Position is open for Indonesian nationality only.

Under the supervision of the HR & Office Manager, the Procurement Assistant will provide support and technical guidance of the procurement function to staff in Yayasan Ipas Indonesia. The Procurement Assistant will assist in ensuring and monitoring procurement of goods and services’ lifecycle, as well as related documentation complies to Yayasan Ipas procurement policy.

This position shall collaborate with all units in-country to ensure improvement of the effectiveness and quality and process in the procurement. S/he will provide support in clarifying and rolling-out the organization’s policies and procedures..

Responsibilities

1. Procurement Support Services

• Provides procurement support services, by ensuring consistency and the quality of the steps or procurement process are completed; appropriate documentation is obtained, tracked, and maintained.
•  Perform procurement-related tasks as required by existing policy and guidelines, as well as completed the process in the Workday (ERP);
•  Assist in various procurement functions such as sourcing, preferred vendor procurement, vendor file management;
•  Assist in publish procurement advertisements, drafting request for quotation or bidding documents, evaluation / comparative analysis and contract award submissions, ensuring consistency in format and content;
•  Assist in the preparation of Purchase Orders, Award and Contracts, Service Agreement and Amendments;
•  Maintain status reports on procurement activities and work in progress, and undertake routine follow up action on procurement issues;
• Process invoices for goods and services delivered ensuring accuracy and completeness of the documentation and submitted to finance for payments;
• Actively work with staff to provide and exchange information on procurement processes and transactions, to deliver correct and timely services;
• Provide technical guidance and information to all staff on routine procurement’ processes and procedures, ensure timely and accurate resolution of all inquiries

2. Record Management

• Maintains and monitor database of vendor and consultants, to ensure accurate vendors and consultant information, contracts and renewal and payments are updated from time to time. This includes performs routine data entry tasks as required;
• In coordination with the finance, monitor expenditures against budget allocations;
• Maintains the asset register and updated from time-to-time, this include ensuring that all items are correctly numbered and tagged and report to management on dispose of un-serviceable or damaged items

3. Logistic Support Services

• Provide support to logistic activities, by following standard processes and facilitating the effective delivery of equipment and supplies to authorized health facilities or partner;
• In coordination with relevant program staff, assist in monitoring inventory management processes to track the inventory status and replenishment plan; as well as support timely ordering and delivery of equipment and supplies to authorized health facilities or partner;
• Liaise and coordinate with relevant staff and limited number of external stakeholders to support efficient logistic operations management.

4. Other
• Provide supports delivering of training on procurement for new staff
• Perform other related duties as required

Requirements

• Minimum of Bachelor’s degree on Administration, or other relevant discipline 
• Minimum of 3 years of experience in the area related to administration; procurement or logistic in a non-profit organization 
• Good command in English (reading, speaking and writing) 
• Experience in using ERP system on procurement
• Experience to work in a multi‐cultural setting 
• Ability to work under minimum supervision and under pressure
• High integrity and attention to details
• Works independently; is an active participant in meeting project and organizational goals
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff

How to apply

If you are interested in applying for this post, please apply online in the link provided here.

Application shall be sent by 20 October 2019, at the latest.