Indonesia Inclusive Workforce Development Partnerships (IWDP) Initiative
Procurement Specialist
DAI works at the cutting edge of international development, combining excellence in technical and operational project management and exceptional customer service to solve our clients’ most complex problems. Since 1970, DAI has worked in 150 developing and transitioning countries, providing comprehensive development solutions in areas including crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS, avian influenza control, water and natural resources management, and energy and climate change.
Background:
The Indonesia Inclusive Workforce Development Partnerships (IWDP) Initiative is a five-year, $22.8 million, USAID-funded program that will promote more inclusive economic growth by improving access to workforce and entrepreneurial skills for poor and vulnerable youth. The IWDP team will provide USAID project implementers and workforce stakeholders with technical support, connections, and platforms to help build a more robust and responsive workforce development ecosystem. In addition to management support, capacity building, and coordination, DAI’s technical assistance will include identifying, piloting, and scaling new workforce development approaches and innovations. The ultimate goal of USAID’s inclusive workforce development work is to connect 200,000 poor and vulnerable young Indonesians with learning and livelihood opportunities.
Objectives and Duties:
The Procurement Specialist will play a pivotal role in ensuring integrity, fairness, and openness in procurement processes as well as adherence to policies, procedures, and controls. The main responsibility for this position is to conduct procurement of goods and services. The position requires relevant work experience in the field of procurement and contracting across a variety of industry sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating/following up on vendor issues. The position requires knowledge of the Federal Acquisition Regulations (FAR). The Procurement Specialist will be responsible for gathering complete procurement related backup documentation and auditing prior to submission to Finance Team. He/She will develop and release solicitations, and conduct price/cost/reasonability analyses, as well as perform any other related duties as assigned.
Essential Duties
Reporting
- Develop acquisition planning reports and present to Senior Management on a quarterly basis at a minimum, or more often as required
- Monitor and track procurement activities and delivery status of goods/services
Audit
- Ensure complete backup documentation for procurement purchases is submitted to project’s Finance Team
- Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance
- Assist and collaborate in external or internal audits as necessary
Policies & Procedures
- Ensure integrity, fairness, accuracy, and openness in procurement processes
- Ensure DAI/USAID and FAR policies, and procedures are followed and enforced
- Help project staff become more familiar, and understand, DAI policies and procedures as related to procurement by conducting trainings or other methods as necessary
Procurement Management Systems
- Enforce use of DAI’s operations & procurement system (TAMIS), etc.
- Maintain electronic procurement records & files in various DAI’s system platforms
- Train other DAI staff in the use of procurement systems, as necessary
General Acquisition & Procurement Responsibilities
- Oversee solicitation bids and quotes from vendors in adherence with policies & approved requisitions and quarterly procurement plans
- Monitor, track and expedite all project procurement activities and delivery status of goods/services
- Ensure pricing information is accurate and aligns with acquisition policies
- Conduct price/cost/reasonability analyses
- Review requisition documentation, cost estimates, statements of work, etc.
- Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or to determine other technical specifications
- Determine source selection methods for complex procurement to ensure compliance
- Serve as a non-voting chairperson on evaluation committees in accordance with DAI policies/procedures and thresholds
- Assist project staff in coordinating meetings, facilitating discussions, and developing briefings in support of the source selection process
- Prepare cost evaluation data, and source selection documentation
- Through market research efforts, identify and qualify potential suppliers (and products/services). Ensure that beneficial, ethical and open supplier relationships are created and maintained according to procurement policies
- Maintain procurement file system in DAI’s system
- Work closely with various home office support staff
- Carry out other duties and responsibilities as directed
QUALIFICATIONS:
- Bachelor’s degree in Business Administration or related field
- 8+ years of relevant experience and progressive responsibility in procurement at the mid-level of an organization
- Minimum 3 years’ experience working in a procurement role for USAID funded projects
- Experience leading and managing the procurement & acquisition aspects of USAID funded projects, including a demonstrated understanding of applicable procurement-related USG & Federal Acquisition Regulation (FAR) regulations
- Accuracy in working with large amounts of data
- Ability to respond effectively to time sensitive demands & inquiries
- Proficiency using Microsoft office suite, and other relevant software
- Demonstrated strong problem solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight
- Excellent organizational skills with a willingness to take initiative and be proactive in the procurement process
- Ability to manage and prioritize multiple concurrent bids
- Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds
- Extremely well organized and self-directed individual with sound technical skills, and analytical ability
- Fluency in English is required
SUPERVISORY RESPONSIBILITIES:
- None
BASE OF OPERATIONS:
- Jakarta, Indonesia
REPORTING:
- The Procurement Specialist will report to the Finance and Administration Manager.
APPLICATION INSTRUCTIONS:
Interested applicants are invited to send their CV to IWDP_Recruitment@DAI.com. Please send applications as soon as possible, latest 3 February. Applicants are instructed to write “Procurement Specialist Application – NAME” as the Subject line of their email. We regret that we are unable to acknowledge receipt of all applications and only shortlisted candidates will be notified.
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