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Procurement Officer

Company Overview

Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, peoples lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview and Role

The Australia-Indonesia Partnership for Rural Economic Development (AIP-Rural) is a suite of programs focused on market-based development aims to contribute to a 30%, or more, increase net incomes for 1,000,000 poor rural female and male farmers, 300,000 of which will be reached by mid of 2018. AIP-Rural operates in East Java, West and East Nusa Tenggara, Papua and West Papua.
AIP-Rural comprises four programs - PRISMA, SAFIRA, TIRTA and ARISA which all use the same market development approach.

AIP-Rural differs from other programs in that it works indirectly through a range of partners to generate systemic and sustainable changes in agricultural markets, which in turn benefit poor farmers. It focuses on facilitating systemic changes, rather than intervening directly, and building partnerships with the private sector around commercially viable opportunities.

 

Responsibilities

The Procurement Officer shall support the Senior Contracts Co-ordinator (SCC) in managing procurement activities for AIP-Rural.
More specifically, the Procurement Officer shall be responsible for, but not limited to, the following tasks:
  1. Maintaining transparent, accountable procurement procedures which adhere to the Australian Commonwealth Procurement Rules.
  2. Receive and review/clarify requests, specifications and other needed information from requisitioners.
  3. If necessary, assist programme staff in the preparation of clear specifications and scopes of services.
  4. Managing the tendering process in accordance with AIP-Rural procurement guidelines and process including; preparing request for tender documentation; advertising; short-listing submissions; chairing / managing the tender evaluation process; undertaking the financial evaluations and ensuring value for money; negotiations and contracting with preferred tenderer.
  5. Coordinate and monitor the delivery of ordered goods to ensure timely delivery and confirmation that received goods are in accordance with the agreed terms and specifications.
  6. Keep the relevant staff updated on the status of procurements, including estimated time of delivery and/or any changes which may affect delivery.
  7. Maintain accurate records of all procurement activities in an efficient filling system.
  8. Maintain a contracts database for all project contracts and agreements in coordination with the technical and finance teams. This includes maintaining contractual records and documentation such as receipt and control of all relevant correspondence, partner contact information sheets, amendments and variations, status reports and other documents.
  9. Ensure that Indonesian translations in agreement templates properly reflect the English version.
  10. Evaluate and record vendor performance as required including, reliability, quality, price, delivery of goods/services against the concluded contract and the Programs best interests.
  11. Managing and monitoring procurement procedures and contracts.
  12. On an as-needs basis, review and provide recommendations for improvements to internal procurement processes within the program;
  13. Prepare weekly progress report of procurement activities
  14. Monitor procurement risks and support the SCC in proactive risk management;
  15. Other tasks as reasonably requested by the SCC.

Requirements

Essential skills and experience:
  • >7-years hands-on experience in procurement
  • Demonstrated strong understanding of the procurement cycle.
  • Demonstrated strong analytical thinking and pro-active problem solving.
  • Excellent organisational and computer skills especially with MS Word and Excel.
  • Excellent interpersonal skills;
  • Proven strong written and verbal communication skills; and
  • Fluency in English.
Desirable skills and experience:
  • Education or training in procurement;
  • Experience in conducting financial audits.
  • Experience and understanding of procurement processes of the Australian Department of Foreign Affairs and Trade (Australian Commonwealth Procurement Rules).
  • Good knowledge of the Indonesian Public and NGO Sectors