Hivos Southeast Asia Job Vacancy: Procurement Officer Sumba Iconic Island - Indonesian

Hivos Southeast Asia is an International non-governmental organization guided by humanist values. It aims at structural poverty alleviation with a strong focus on civil society building and sustainable economic development. Hivos Southeast Asia provides financial support for local NGOs, is active in networking, lobbying and exchanging knowledge and expertise. For its Hivos Southeast Asia (Hivos SEA) seeks qualified Indonesian candidates for the position of:
Title: Procurement Officer Sumba Iconic Island
Duty Station: Jakarta
Report to: Project Manager Green Energy Sumba Iconic Island
Duration: Up to March 2018
Functional Context
In 2010 Hivos Southeast Asia started the Iconic Island initiative. The Indonesian island of Sumba was chosen as the ‘Iconic Island’. Hivos Southeast Asia aims to provide access to reliable renewable forms of energy to the population of this island, and in doing so, ending their dependency on fossil fuels and support development and economic activities of the local population. With years of experience working with partner organizations to establish access to sustainable energy in developing countries, Hivos Southeast Asia is convinced that converting to sustainable energy while combining poverty reduction, is possible on a large scale. The results of the Iconic Island initiative should become an example for other parts of the world.
In December 2015, Hivos Southeast Asia signed a partnership agreement with the Millennium Challenge Account-Indonesia (MCA-I) which allows Hivos Southeast Asia to rapidly scale up renewable energy access and income benefits by replicating the successful approaches and business models developed under our Sumba Iconic Island (SII). The partnership agreement is working to achieve two outcomes; improvement of rural livelihoods through utilization of renewable energy in rural communities; and sustainable business models to create market (energy market and energy appliances market) of off-grid RE technologies adopted.
The Procurement Officer will be responsible for processing and purchasing transactions for equipment, material, supplies, capital goods and services in implementing a successful renewable energy projects in Sumba according to Hivos’s standard and donor’s requirements.
Roles and responsibilities
  • Prepare and manage all aspects of procurement including purchase requests, purchase / service orders, tender, goods quality check and contract documentation as well as assessment processes and contract negotiation as required. This includes the procurement of goods, consultant services and larger scale projects.
  • Preparation of tender and contract documentation includes developing appropriate Basis of Payments that comply with donor guidelines.
  • Prepare and manage amendments or variations to existing contracts including changes to the scope and Basis of Payments.
  • Monitor sub-contractor activity, cost and performance to ensure compliance with subcontract terms and conditions to ensure value for money. 
  • Ensure quality financial and administrative compliance and reporting, convening service provider meetings were necessary.
  • Process and monitor sub-contract invoices and acquittals against the basis of payment. Check disbursements including verification of calculations and completeness of supporting documents required under the sub-contract.  This may require assisting the sub-contractor in preparing proper invoices and financial reports.
  • Process all financial and contract records according to established guidelines.
  • Maintain the sub-contracts database and all relevant information for monitoring sub-contractor progress and performance.
  • Maintain soft and hard copy records to ensure an accurate and complete record of relevant documents is held, monitored and updated to review priorities, performance and progress.
  • Provide activity related reports and information to the Project Manager and other stakeholders as required.
  • Assist in the planning and management of activities, seminars, meetings and workshops including all aspects of procurement and relevant record keeping / documentation of these events in accordance with donor guidelines and budget availability.
  • Inspect, operate or test office equipment to diagnose equipment malfunctions, in cooperation with IT Consultant, especially for computer equipment.
  • Report and record the equipment malfunctions to the supervisors and proceed the repair to ensure that the equipment can be used again.
  • Contact and escort the maintenance to fix the offices equipment which diagnosed equipment malfunction and ensure it become normal.
  • Check project asset and inventory regularly and update database as per information based on checking result in coordination with IT.
Knowledge, experiences and competencies
  • Bachelor degree in Economics, Management, Supply Management, Business Administration or other relevant subject.
  • Proven working experience as a procurement of minimum 3 years.
  • Knowledge of sourcing and procurement techniques.
  • Talents in negotiations and networking.
  • Good knowledge of supplier or third party management software.
  • Experience in collecting and analyzing data.
  • Experience working in international organization.
  • English proficiency.
What do we offer?
An inspiring and dynamic working environment, dedicated colleagues and the possibility to work for an ambitious new international initiative.
Procurement Officer Sumba Iconic Island graded in Grade: 6 (from 1-12 Hivos’s SEA salary grade).
How to apply?
To apply for this position please submit your CV and a cover letter to no later than 21st  February 2017.
Please specify the position name you are applying for (‘Procurement Officer SII’) in the ‘subject’ line of your email. Only shortlisted candidates will be notified.