Procurement & Contract Coordinator

Job Brief

Location Jakarta, Indonesia

Ad Title

Procurement & Contract Coordinator

Program Background

The SKALA Program is a significant Australian investment designed to help Indonesia address regional disparities in development. SKALA will contribute to this objective by strengthening selected elements of Indonesias large and complex decentralised government system responsible for the delivery of basic services (Layanan Dasar). The SKALA Programs core approach is to facilitate better collaboration (Kolaborasi) between Indonesian government stakeholders, at national and subnational levels, to help realise synergies (Sinergi) that will trigger improved service delivery. Moreover, SKALA will build on, and take to scale, the successes and learning from Australias previous 19 years of support to Indonesias decentralised government system. The SKALA Program is to be implemented through the following three pillars:

• Pillar 1: Stronger national level enabling environment for sub-national service delivery
• Pillar 2: Better sub-national governance for service delivery
• Pillar 3: Greater participation, representation and influence for women, people with disabilities and vulnerable groups
  
  

SKALA is implemented at the national level with an office in Jakarta and at the subnational level with offices in Aceh, Nusa Tenggara Barat, Nusa Tenggara Timur, Maluku, Gorontalo, Kalimantan Utara, Tanah Papua. In addition to the 3 pillars, SKALA works across 4 general themes of Public Financial Management, Minimum Service Standards, Data and Analysis and GEDSI.

About DT Global

DT Global is shaping a future where sustainable development and innovation empower individuals, communities, and nations. We work in partnership with local stakeholders to foster inclusive prosperity, social equity, and environmental stewardship. Our global team of 2,500 staff and experts work in over 90 countries to solve complex problems in the peacebuilding, governance, economic development, environment, and human development sectors. With a track record of technical excellence and more than 60 years of international development experience and relationships, we deliver innovative solutions that transform lives.

For more information, please see www.dt-global.com

The Role

Under the supervision of the Procurement and Contract Manager, the Procurement and Contract Coordinator will be responsible for leading the SKALA procurements for goods and services to support the program. The position will also be responsible for maintaining SKALAs preferred supplier list and ensuring that all SKALA procurements adhere to SKALA and DT Global policies/procedures and the value for money principles.

Click on the link or copy paste it to access the full Terms of Reference for this position:

https://tinyurl.com/4ypjrt56

About You

Specific Responsibilities

The key roles and responsibilities of the position are as follows:

Procurement Management

• Lead the procurement process for small-value tender and recurrent goods and services, including preparing specifications, solicitation, negotiation, and evaluation documentation.
• Assist the Procurement and Contract Manager and/or Procurement and Admin Lead with the procurement process for mid to high-value tender and technical contracts, including preparing specifications, solicitation, and evaluation documentation.
• Assist the Procurement and Contract Manager and/or Procurement and Admin Lead with the preparation of the grant selection process, budget negotiation, and grant agreement preparation.
• Lead the Due Diligence Assessment process for vendors, subcontractors, and/or partner organisations for internal review and approval.
• Provide day-to-day support on procurement administration, including assisting the program staff with the SKALA procurement policies and procedures.
  
  

Contract Management

• Manage SKALA subcontracts for activities and ensure donor requirements are met and reflected in the subcontracts. This includes acquittal and review of expenses, and monitoring overall portfolio progress against agreed targets, milestones, and outputs.
• Manage SKALA grants and/or core funding process, for non-government/civil society organisations, including monitoring the performance of grants and conducting the acquittal/review of expenses.
• Ensure post-award management in accordance with the relevant regulations, including but not limited to induction, reporting, and audit preparation.
• Manage, maintain, and administer the preferred supplier list for goods and services to support the project.
  
  

Policy and Record Management

• Adhere to SKALA Procurement Guidelines and Grant Management Guidelines and recommend updates for the guideline (including relevant templates) as necessary.
• Manage procurement filing system and ensure electronic files are recorded in SKALA SharePoint.
• Maintain and administer the SKALA procurement tracker, and provide required data for external and internal needs.
  
  

People Management

• Contribute to the skill development and mentoring plans of the Procurement Unit to build capacity in areas of identified need to support improved program implementation.
  
  

Other Duties:

• Comply with DFAT, DT Global, and SKALA policies on gender, disability, fraud and anticorruption, child protection, PSEAH, and the environment.
• Ensure compliance and adherence to various operational policies, guidelines, and manuals issued by DT Global and SKALA.
• Proactively identify and report risks and manage risks within your level of accountability.
• Undertake other duties as required by the Program.
  
  

Job Requirements

• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work may require long, and flexible hours as needed.
  
  

Relationship Management


This position reports to the Procurement and Contract Manager and will work closely and effectively with a range of stakeholders, including the program staff, the DT Global corporate team, and other external service providers.

Selection Criteria

Essential

• Relevant tertiary qualifications in management or similar
• At least 5 years of experience working on procurement and contract management in donor-funded programs in Indonesia
• An analytical, problem-solving personality with the ability to negotiate and build relationships with vendors.
• Demonstrated understanding of the Commonwealth Procurement Rules and Value for Money principles.
• Demonstrated understanding and experience managing large-scale procurement activities, including a strong knowledge of the process for competitive tendering, evaluation, and complex contracting within a donor-funded environment.
• Fluent in English and Bahasa Indonesia, written and verbal, is a must.
  
  

Remuneration


Successful Indonesian nationals will be engaged under a national contract in IDR and will be subject to Indonesian employment regulations and tax obligations.

How To Apply

Click the Apply Now button.

Please submit

• Your CV
• A cover letter addressing the essential selection criteria (maximum 2 pages)
  
  

APPLICATIONS CLOSE 9 th of October 2024, 5 PM Jakarta Time


Should this role be of interest, we encourage you to apply as soon as possible.Kindly note only shortlisted applicants will be contacted.

DT Global is committed to child protection and safeguarding the welfare of children in the delivery of our international development programs. We are committed to Safety and the Prevention of Sexual Abuse and Harassment (PSEAH), and bribery prevention. DT Global is an equal opportunity employer and we encourage women, men, people with diverse backgrounds and people living with disabilities to apply. This program is funded by the Australian Government and Managed by DT Global.