Overview

USAID SEGAR is seeking a fixed-term staff member for the position of Procurement/Operations Associate. This position aims to support the Operations Unit in optimizing the procurement processes, maintaining cost-effectiveness, and ensuring the efficient functioning of day-to-day operations.

• Job code: POA
• Title: Procurement/Operations Associate
• Type: Long-term / Fixed-term
• Duration: One year with the possibility of extension
• Job location: Jakarta
• Working hours: Full time, 5 days work-from-office per week
• Reporting line: Operations Manager
• Expected DoH: October 26, 2023

USAID’s SEGAR Activity seeks to advance Indonesia’s own development goals of balancing biodiversity conservation and sustainable land use with inclusive economic and livelihoods development. USAID SEGAR contributes to the 2020 – 2025 USAID Indonesia Country Development Cooperation Strategy, Development Objective 3: Environmental Sustainability Improved, and Intermediate Result 1, Natural Resource Management Improved.

To achieve the overall goal, USAID SEGAR will achieve the following two objectives:

1. Strengthened inclusive environmental governance in targeted subnational jurisdictions that advance biodiversity conservation, sustainable forest management, and sustainable land use.
2. Increased implementation of environmental and social sustainability goals within private sector natural resource commodity production supply chains that reduces threats to biodiversity and greenhouse gas emissions from land use.

USAID SEGAR works in four regions with total of twelve intervention districts:

• Aceh: Aceh Tamiang, and North and East Aceh
• West Kalimantan: Ketapang, Kubu Raya, Sanggau, Sintang
• East Kalimantan: Berau, East Kutai, Mahakam Ulu
• Central Kalimantan: Seruyan, West Kotawaringin

Principal Duties

• Compile and processing procurement requests from the Jakarta and four Site Offices (SO) in collaboration with the Administration Officer.
• Provide timely procurement and administrative support to the USAID SEGAR team and maintain associated files and records updated and in good order.
• Manage the USAID SEGAR inventory, in coordination with SO Administration Officers, and update monthly.
• Perform operational procurements via Purchase Orders (PO)/Subcontracts – including preparation of request for proposal/quotation (RFP/RFQ) documents, co-facilitating the proposal evaluations, drafting the necessary selection memos, and monitoring the submission of deliverables, payments, and closeout processes.
• Prepare Procurement Action Request (PAR) and Purchase Orders (PO) for operational Jakarta Office purchases (non-petty cash transactions).
• Review monthly requests for Jakarta office supplies (stationery and pantry) as requested and executed by Senior Administration Assistant.
• Review all Procurement Action Request (PAR) and Purchase Orders (PO) submitted by SOs before forwarding to Operations Manager for further approval.
• Undertake secondary review of detailed packet of Invoice Approval Sheet (IAS) and its supporting documents from Jakarta and all four SOs before sending them to the Operations Manager/DCOP/COP for further approval.
• Lead the procurement process for renewal/extension of office/residential lease agreements in Jakarta and the four SOs.
• Collect and consolidate proforma invoices from all suppliers/vendors and regularly submit to the Finance team for VAT exemption processing by the government of Indonesia (GOI) counterpart and USAID.
• Serve as the second official booker in coordinating logistical aspects of project administration, including arranging travel, hotel bookings, and processing travel clearances during Senior Administration Assistant absence.
• Liaise with local suppliers/vendors and subcontractors in both Jakarta and all SOs, particularly on invoice submissions and the coordination of other administrative matters.
• Support the Site Admin/Finance teams by providing mentoring and maintaining quality control over procurement.
• Collaborate with the Operations Manager to serve as the Global QMS focal point for USAID SEGAR, which entails updating document and guidance templates in field office shared files and providing updates and guidance to staff on the use of the templates.
• Serve as back-up Activity Safety and Security Focal Point (SSFP) to ensure that the Security and Emergency Action Plan (EAP) and Emergency Contact List are up to date.
• Supporting Operations and Finance teams in gathering input and developing a guidance manual for USAID SEGAR and updating it periodically as necessary.

Job Requirements

1. At least bachelor’s degree preferably with specialization in business administration, procurement, logistics or a related field is required.
2. Minimum 10 years of working experience in Procurement, administrative, and office management and preferable with INGOs or USAID Projects.
3. Strong knowledge of procurement processes, regulations, best practices, including familiarity with VAT exemption processes and government procurement regulations.
4. Proficiency in managing and updating inventory data, including experience with inventory tracking software or systems.
5. Excellent documentation and record-keeping skills, including the ability to maintain organized files and records.
6. Good written and verbal communication skills, with the ability to effectively liaise with local suppliers, vendors, subcontractors, and team members.
7. Strong management skills, including the ability to manage multiple tasks simultaneously and meet deadlines.
8. Meticulous attention to detail, particularly when reviewing procurement documents and invoices.

How to Apply

Please submit your application to SEGAR-Recruit@chemonics.com with the subject line “POA –  YourName”. The application will be reviewed on a rolling basis, and early recruitment may occur until the position is filled.