Swisscontact
promotes economic, social and ecological development by supporting people to
successfully integrate into local commercial life. Swisscontact creates
opportunities for people to improve their living conditions as a result of
their own efforts. The focus of its systemic intervention in the private sector
is the strengthening of local and global value chains. Through its projects,
Swisscontact works to enable access to professional training, promotes local
entrepreneurship, creates access to local financial service providers and
supports the efficient use of resources with the goal of successfully promoting
employment and income.
The
Sustainable Cocoa Production Program (SCPP) is a large Public Private
Partnership (“PPP”) in Indonesia which was established in January 2012. The
Project is financed by the Swiss Secretariat for Economic Affairs SECO, The
Sustainable Trade Initiative IDH, the Embassy of the Kingdom of the
Netherlands, the International Fund for Agriculture Development IFAD, and six
Private Sector Companies from the cocoa sector for the duration from 2012 –
2015. The Program works directly with 60,000 cocoa farming households in six Indonesian
Provinces to improve farm productivity and livelihood conditions.
For
our Swisscontact SCPP-Program in Indonesia, we are looking for:
Procurement
and Logistic Officer
Begin of
Employment: April 2015 or as agreed
Place
of Duty: 1 Person,
Jakarta, Indonesia.
Overall Task
Under direct supervision from The Procurement
and Logistic Manager of Country Office, Procurement and Logistic Officer is
responsible and accountable for developing and maintaining system of
Procurement and Logistic activities Country Office level in full compliance
with Swisscontact Procurement and Logistic regulations. In accordance with the
provisions of the Internal and External Finance and Audit Act, Asset officers
of the Country Office are responsible for the efficient, effective and
economical use of Procurement and Logistic activity. In addition safe keeping
of the Swisscontact's assets and can be held legally responsible any loss,
damage or misuse of such assets, expiration of insurance, endorsement of
insured items and insurance claim.
Procurement and Logistics
- Prepare Request for Quotations (RFQ), Purchase Requisition (PR), Bid Analysis (BA), receipt of quotations, bids or proposals and the evaluation, negotiation of certain conditions of contracts.
- Track and updated the status of requisition, quotations, purchase order/contracts, order, good receive note, receipts, waybills, and all other document.
- Ensure that all procurement documents professionally valid, complete, and comply with the guideline and regulation as well and well documented.
- Assist in the maintenance of thorough procurement files as outlined in the Swisscontact procurement policy;
- Support the programs with the required logistic information (costs, supplier, and availability of products, etc.).
- Ensure that the Swisscontact logistics systems, procedures and working practices;
- Ensure that the proper administrative procedures and standards for requisition follow-up, purchasing, stock keeping and dispatch are followed;
- Providing input and assist to Procurement and Logistic activities in regional level and enable to travel across district of Swisscontact project sites;
- Ensure incident and accident reporting is conducted as necessary. Includes completion of incident report form, informing necessary actors and maintaining incident report file.
Asset Management
- To maintain the Swisscontact's asset recording system for organization assets.
- To email to District Office on bimonthly basis an Asset Data Form (Excel) to collect asset information on transfers, write off and sale on organization assets. To follow up on response within 10 working days.
- To email to District Office on bimonthly basis, an Asset Data Form (Excel) listing purchases for the last two months and follow up response within 10 working days on serial number, location and custodian of organization assets.
- To provide reports asset update to the Procurement and Logistics Manager.
- To undertake, in conjunction with Procurement and Logistics Officers of each Region, regular stock takes of organization assets and ensure Stock take sheets are signed by the Procurement and Logistics Manager are conducted on an annual cycle and or Audit purpose.
- To provide two copies of a list of organization asset to Procurement and Logistics Manager and Sr. Support Services Manager in December for their review and confirmation. The last Stock take date will be recorded against each asset. Procurement and Logistics Manager are required to sign and return one copy to the Procurement and Logistic Officer, not later than 10 working days after the financial year ended 31 December. Any further additions, deletions and amendments should be included on the copy returned to Procurement and Logistic. This process is to facilitate the signing and return of the Management Representation statement to the Program Director, as required for financial yearly report and external audit purposes.
- To match assets received with a purchase requisition, purchase order and stores delivery advice.
- To ensure assets received are in good working order and adequately secured.
- To ensure assets are readily available for stocktaking purposes and to assist with the stocktaking
- To email to District Office on bimonthly basis an Asset Data Form (Excel) to collect asset information on transfers, write off and sale on organization assets. To follow up on response within 10 working days.
- To email to District Office on bimonthly basis, an Asset Data Form (Excel) listing purchases for the last two months and follow up response within 10 working days on serial number, location and custodian of organization assets.
- To provide reports asset update to the Procurement and Logistics Manager.
- To undertake, in conjunction with Procurement and Logistics Officers of each Region, regular stock takes of organization assets and ensure Stock take sheets are signed by the Procurement and Logistics Manager are conducted on an annual cycle and or Audit purpose.
- To provide two copies of a list of organization asset to Procurement and Logistics Manager and Sr. Support Services Manager in December for their review and confirmation. The last Stock take date will be recorded against each asset. Procurement and Logistics Manager are required to sign and return one copy to the Procurement and Logistic Officer, not later than 10 working days after the financial year ended 31 December. Any further additions, deletions and amendments should be included on the copy returned to Procurement and Logistic. This process is to facilitate the signing and return of the Management Representation statement to the Program Director, as required for financial yearly report and external audit purposes.
- To match assets received with a purchase requisition, purchase order and stores delivery advice.
- To ensure assets received are in good working order and adequately secured.
- available for stocktaking purposes and to assist with the stocktaking.
- To ensure that assets are readily identifiable and records are kept of unique identifying numbers.
- On completion of an individual’s service work with the organization, to ensure the return of all Organization items to the Office or respective person.
Communication, supervision,
and Reporting:
- Reports directly to the Procurement and Logistic Manager and in close coordination with Sr. Support Services Manager.
- Prepare and update monthly Procurement Plan reports.
- Conduct regular coordination to the Program/Requester and supplier in terms of Inspection of Goods, updating status order, acknowledgment of delivery of goods.
- Prepare the financial budget estimates for the monthly procurement activities and money order.
- Close coordination with Regional Procurement and Logistics Officer as arrangement and updating delivery of goods to regional office.
- Following up and coordination with Regional Procurement and Logistics Officer delivery of warehouse monthly stock report and submit to the Procurement and Logistic Manager.
- Work in close coordination with Regional Procurement and Logistic Officer to compile and complete of handover notes and inventory check in term of internally staff or to beneficiaries.
- Work in close coordination with IT unit to manage list of IT infrastructure used by Swisscontact staff.
Education/Qualifications
Bachelor's degree in Business Administration, Logistic,
Procurement Management from an accredited academic institution or an equivalent
combination of training experiences.
Experiences
- At least five (5) years of progressively responsible experience in international development project implementation preferably in an International NGO.
- At least five (5) years of progressively responsible experience in Procurement and Logistic Management.
- Experience in fleet management and handling claim insurance.
- Familier with Procurement regulation and asset handling over would be an advantage.
Skills/Knowledge:
- Strong organizational, planning, management skills and experience working in inter-cultural teams and environments.
- Strong analytically skills including analysis of both quantitative and qualitative data through a variety of survey.
- Demonstrated ability to deliver high quality outputs on time.
- Good interpersonal skills and commitment to working in a team.
- Excellent report writing skills and fluency in Indonesian and English.
Please submit
your application letter addressing the above qualifications and experience with
your curriculum vitae on March 29th, 2015
at the latest to:
Swisscontact,
Human Resources Unit, The Vida Building, 5th floor, Jl. Raya Perjuangan No. 8,
Kebon Jeruk – Jakarta Barat 11530 , Tél. +62 21 2951 0200
E-mail: hrd.indonesia@swisscontact.org
Only short-listed
candidates will be notified and invited for interviews.
