Procurement and Logistics Assistant (USAID Project)

REQUIRED: USAID PROJECT EXPERIENCE

DUTY STATION: Jakarta, Indonesia

REPORTS TO: Operations Manager and Chief of Party USP PQM Indonesia Office

OVERVIEW:

Under the general direction of the Operations Manager, the Procurement & Logistics Assistant will provide procurement, logistics, and administration services for the USP PQM Indonesia office, including but not limited to, procuring goods and services in accordance with USAID and USP policies and standards; providing guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to USP and USAID, and provide on-going logistics support to implement annual work plan activities. The Procurement & Logistics Assistant will also provide administrative duties as related to implementation of work plan activities in Indonesia. The Procurement & Logistics Assistant is also responsible for all domestic travel and meeting/workshop/training arrangements and related supportive service to BPOM/MOH partners and other clients.

MAIN RESPONSIBILITIES:

Supports the Operations Manager with Procurement, Logistics and Administrative functions by ensuring the implementation of policies and procedures in accordance with USP, USAID and Government of Indonesia regulations, including:

• Contacting vendors to conduct due diligence for the procurement process

• Compile and analyze information gain from the vendor in preparation of procurement documents according to SOP:

 Procurement Request

 Bid Analysis

 Vendor Selection Memo, Application for Appointment, and Reference Checklist

 Purchase Order or Contract

• Coordination with Finance Officer on VAT Exemptions/ Reimbursements.

• Responsible for the documentation of all procurement and administration documents including develop and maintain a comprehensive and efficient filling system.

• Arrange operational vehicle and monitor the utilization, include optional transportation if needed.

• Assist the Operations Manager with travel arrangement and workshop or training arrangement.

• Assist the Operations Manager with daily office functions, such us maintaining inventory and office supplies, coordination with building management.

• Assist the Operations Manager with administrative Human Resources matters.

• Assists the Operations Manager with preparation and coordination of the audit process.

• Perform other related procurement and administration task as required.

REQUIRED QUALIFICATIONS:

• Minimum S1 university degree in administration, finance, accounting, tax, or other relevant field with a minimum 2 years of experience performing similar duties as Procurement & Logistics Assistant or Operations Officer.

• Working experience in a USAID project in Indonesia is required.

• Familiarity with USAID procurement rules and regulations

• Hard working and attention to detail is essential.

• Excellent in Microsoft Office and Inventory System skills.

• Excellent organizational, communication, and interpersonal skills.

• Fluency in Bahasa Indonesia and proficiency in written and oral English required.

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