GIZ Job Vacancy: Contract & Procurement Professional - Jakarta, Indonesian

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

To assure a better and more efficient service of our contract and procurement (C&P) tasks for all projects of GIZ based in Jakarta including the Country Office of GIZ Indonesia and in regard to the recent changes in O+R, it was decided by the management to install C&P professionals in four locations where they provide, to all projects in that location, C&P services.

These locations are defined for 2017 and 2018. As projects are ending and new projects will be assigned, this distribution will be checked on a yearly basis (end of 2018) and if needed adjustments will be done.

Furthermore, a small unit consisting of the C&P Manager, one C&P professional and one junior C&P professional is still existing in the GIZ Country Office Indonesia for all general and policy issues, to assure that all C&P tasks are done according O&R and procurement rules. Beside this, this unit will take care of all C&P issues for regional and global projects and Timor-Leste, as well as for the GIZ Country Office Indonesia itself.

All contract and procurement professionals will have the same tasks and responsibilities. Therefore, they are replacing each other in case of sickness, holidays or absence in general. The leadership for all is with the C&P Manager in the GIZ Country Office Indonesia.

The GIZ Office Indonesia is seeking 3 (three) qualified Indonesian candidates for the following position:

Contract & Procurement Professional

Responsibilities

The incumbent is responsible for:

• Overall smooth and uninterrupted functioning of the assigned area of responsibility
• Organization and co-ordination of all work mechanisms
• Keeping of experts or programs/projects informed of the status of procurement etc, especially in cases of delays
• Daily operational execution of all affairs in the assigned area of responsibility
• Good cooperation between Projects and GIZ Country Office Indonesia through a helpful and output oriented coordination between all parties involved
• Strong team player attitude

Tasks

Procurement of Services  (>1.000 Euro)

• Maintain and carry out local and regional procurement of services in accordance with GIZ guidelines and procurement process;
• Procurement of services includes the following contract types: Freelance Experts, Consulting Companies, Construction Contracts, Local Subsidy Contracts and Financing Agreements and others;
• Collect all necessary information for the procurement process in close cooperation with the project staff;
• Process procurement of services for local and regional freelance experts and consulting companies;
• Coordinate assignments and works contract (construction);
• Process the Financing Contribution (financing agreement and local subsidy contract);
• Reviewing all documents/ task order proposals for contractual consistency, accuracy and compliance with GIZ regulations;
• Prepare Contract by using computer program (SAP – CoSoft);
• Ensuring that all contractual mechanisms are being fully executed and modified in a timely manner and compliance with GIZ regulations;
• Maintaining close and continuous communications with project office‘s contracting representative and technical staff to ensure terms of reference (ToR), scope of work, deliverables, budgets, etc., is doable/achievable, meaningful, and reasonably priced;
• Monitor status of contract implementation and file documents;
• Maintain a database of national and regional experts including moderators by using computer program (Consultant Software – CoSoft);
• Providing advice as well as guidance to Program/Project staff concerning the GIZ guidelines;

Procurement of Goods

• Prepare the procurement process for Goods in compliance with GIZ Regulations;
• Maintain, carry out, and responsible for local and regional procurement process (negotiate costs, order stationary, inspect delivery, etc.), including quotation procedures and the summary bid analysis to get best overall value in accordance with GIZ guidelines;
• Conducting compliance review of procurement request and specification;
• Prepare Purchase Order for suppliers by using computer program (SAP – ProSoft);
• Maintain a database of suppliers;

Other duties/additional tasks

• Filing the contracts and purchase order according to GIZ regulation as active and inactive files;
• Assist in and/or carry out other project activities and tasks as assigned;
• Make photocopies and scans documents if and when required;
• Compile and organize information materials;
• Label files according to GIZ filing system.

Required qualifications, competences and experience

• Minimum bachelor degree in related field;
• At least 4 years of work experience in a similar position;
• Preferably having knowledge in SAP - CoSoft and ProSoft.
• Good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software);
• Good working knowledge of computer programs (e.g. MSOffice);
• Abilities to work under pressure and service oriented;
• Language skills: English is a must and German would be advantage;
• Abilities to work in an international team;

Duty Station: Jakarta

Expect to join: September 2017

Direct Supervisor: Contract & Procurement Manager

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on 16 August 2017.

Please indicate your application by putting the following code in the subject line: GIZ-C&P Professional

Please name your file as follow format:

[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Putra Pangeran_CV or Putra Pangeran_Motivation Letter or Putra Pangeran_Reference)

Only short-listed candidates will be notified

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