Provincial Procurement Associate: Central Java

Overall Responsibilities

The role of the Procurement Associate is to procure goods and services at the Provincial level in compliance with MSH/Donor procurements policies and procedures. They prepare procurement solicitations such as REOI, RFQ/RFP and negotiate purchase terms and conditions, prepare and issue purchase orders and agreements, monitor supplier performance and resolve issues and concerns, inspect, and evaluate the quality of purchased items and resolve shortcomings and analyze industry and demand trends and support provincial team with the development and implementation of sourcing strategies. They maintain procurement data including procurement trackers, supplier list, and standards of goods and services, and ensure the effectiveness of procurement in a timely and cost-effective manner.

Procurement Associate who will facilitate the Centre's efficient and effective procurement and administration functioning. S/he will administer and assist in the procurement management system to ensure efficient and effective use of MSH/Donor resources for the purposes intended. S/he will ensure compliance with the MSH/Donor procedures, guidelines, and rules.

For technical aspects, they will seek and receive policy guidance/instructions and support from the Procurement Manager in the Country Office on their respective areas of responsibilities. They will work closely with other team members, including Program Teams to ensure timely implementation of the project activities. The Procurement Associate will report to the related Sr. Finance & Administrative Analyst.

Specific Responsibilities

Daily reporting to the Provincial Senior Financial & Administration Analyst and for technical aspects coordinate with the National Procurement Team in Jakarta.

The overall responsibilities of the Procurement Associate include, but are not limited to the following:

1. Ensuring the integrity of the procurement processes of all goods and services required for MSH/Donor.
2. Assisting in preparing bidding documents.
3. Assisting in the evaluation of bids.
4. Ensuring that the Technical Evaluation and Tender documents comply with the procurement rules of MSH and relevant donors’ Procurement Regulations.
5. Assisting in monitoring the performance of contractors and consultants' performance and the delivery and completion of contracted goods and services.

Qualifications
Education:

• University Degree in logistics, supply chain management, business, or other related. A professional certificate in Procurement / Logistics will be an advantage.
• Experience in a USG or donor-funded project or NGO preferred.
• Experience in the use of Quickbooks and Deltek Costpoint will be an advantage.

Experience:

• 3+ years of relevant and progressive experience in procurement bid process, such as RFQ/RFP.
• Hands-on experience in procure services, goods, and any other format procurement.

Knowledge and Skills:

• Good working knowledge of purchasing strategies including but not limited to sourcing/ tendering.
• Excellent communication, interpersonal, and negotiation skills.
• Strong analytical thinking and problem-solving skills especially when working under pressure.
• Strong proficiency in Microsoft Office and business application software, purchasing, and resource planning systems.
• Detail oriented, strong negotiation skills.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Monitoring/assessing self-performance to make improvements or take corrective action.
• Planning and scheduling skills.
• Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.
• Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
• Written and spoken proficiency in English.

Competencies:

• Know how related processes and products.
• Showing good communication skills that relate to people, build relationships, and effectively present arguments.
• Result-oriented by meeting deadlines, identifying actions, and achieving goals.
• A solution-based person when meeting challenges/problems.