Sourcing Officer - Core Group Partners (CGP) Project - Papua

Key Responsibilities:

This position is responsible for daily coordination of supply chain processes, ensuring all activities with WV regulations and donor requirements, and maintaining strong internal controls, offering technical advice, from prepositioning of donor funding opportunity and aligning them to meet compliance per ministry’s standard and procedures, along with department, zonal and project. Additionally, the position provides procurement performance analysis to support Cluster/AP/Project management decisions, promoting cost-effectiveness and efficiencies aligned with global initiatives.  

During emergencies, this position ensures procurement systems are in place to deliver rapid and effective responses, while maintaining accountability. 

About The CORE Group Partners Project (CGPP) ;   

Wahana Visi will be implementing The CORE Group PartnersProject (CGPP). The CORE Group Partner  Project (CGPP) is a multi-country, multi-partner initiative providing financial support, on-the-ground technical assistance and guidance to strengthen host country efforts to eradicate polio and strengthen immunization systems. The premise of this project is to work through existing networks of international and local NGOs with established child survival activities in hard-to-reach areas with inadequate immunization coverage. The CGPP through its implementing partners also supports host government efforts in strengthening global health security. The project work supports the national action plan for polio eradication and Maternal and Child Health activities.  

WVI as implementing partner contribute to polio eradication by increasing population immunity and enhancing surveillance for AFP and other VPDs such as measles, pneumonia, diarrhea, etc. in hard-to-reach, remote, and crossborder areas in Indonesia. While funded through MCH resources, the project’s primary focus is polio eradication and immunization system strengthening, with co-benefits for maternal, newborn, and child health and broader outbreak preparedness.  

This project is subject to donor funding acquisition process. In the event that the funding agreement is not finalized, the recruitment process may be postponed, or the position may not proceed. We are committed to maintaining transparent communication with all candidates throughout this process

Strategy Development & Planning 

• Provide support to facilitate and monitor Planning & Budgeting and Mid-Year Review. 

• Conduct and review the consolidation of Annual Procurement Plan, conduct sourcing plan. 

• Execute Market Assessment, Pre-Qualification, tender, contract process in compliance with procedure and regulation, conduct negotiation and update item catalogue. 

• Conduct capacity building plan to local partners and improve the overall business practice regarding local partnering. 

• Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requester and communities. 

• Monitor, identify, evaluate alternative supply sources for goods / services not under contract. 

• Provide recommendation, advice and expertise to resolve conflicts with deliveries, suppliers and requesters. 

Resource Acquisition & Management/ Engagement/Project Management  

• Coordinate closely with related department from opportunity funding, proposal development, start-up workshop, arrange the procurement plan and service delivery. 

• Collaborate with related department to understand the resource need for the specific project & ensure the project timeline. 

• Research and create networking including relationship management suppliers at Cluster/AP/Project level. 

Capacity Building/ Technical works  

• Conduct non-procurement staff at the Cluster/AP/Project level in using the corporate system and understanding the policies, process information, data and reports for the delivery of good programs. 

• Contribute in training related to grant and/or procurement. 

• Provide technical advice for AP / Cluster / Project team in developing procurement plan, strategy, and implementation.  

• Improve compliance sustainability, performance monitoring, conduct continues improvement in digitalization system, e.g. supplier information management (SIM), sourcing event, contract lifecycle management (CLM). 

• Provide consultation, discussion, assist and support Partners/Sub-Grantees based on the approved capacity building plan.  

• Monitoring the progress with related department and produce report to management. 

Accountability & Quality Assurance 

• Cost-effectiveness and Efficiencies 

• Manage robust procurement operations at the projects in Cluster/AP/Project to promote cost-efficiency, value for money and higher yield to ministry.  
• Coordinate procurement activities to meet the accountability and quality and to align with partnership/donor/statutory requirement, policies and standard.  
• Lead the data management at the National/Zone/Cluster/AP/Project, reporting and analytics including become the strategic business partner who is responsive to organisational needs.  
• Analyze the data & information and provide insights to key stakeholders to improve decision making. 
• Monitor, review and perform compliance Blocked Party Screening (BPS) process in Watchdog or digitalization system. 
• Manage and handle implementation to simplify the procurement business process and provide technical guidance to Cluster/AP/Project teams. 
• Provide support for financial audit/expenditure verification for projects and Yayasan and monitor the follow up actions on the audit findings. 
• Provide support procurement activities for emergency preparedness and response by coordinating with the appointed Disaster Management Team staff. Provide insights on the logistics and warehouse management. 
• Coordinate & collaborate with finance team regarding low materiality spend. 

• Strategic Sourcing 

• Create the sourcing event online at Cluster/AP/Project level based on sourcing plan. 
• Manage the RFQ/RFP Process including baselines & price survey methodologies.  
• Lead negotiation on any related procurement activities.  
• Conduct Procurement Committee meeting and propose comprehensive documents in order to ensure efficient and effective recommendation as a guidance for taking decision. 
• Facilitate Procurement Committee meetings and ensure that proper documentation is maintained. 
• Prepare award and regret letter for supplier. 

• Supplier Contract and Relationship Management  

• Prepare, create, maintain, and record procurement contract in contract lifecycle management (CLM) in source to pay system.  
• Provide accurate and complete the master data management form (for contract/supplier registration/supplier update information).  
• Monitor and complete contract close-out, retender, as appropriate. 
• Provide and propose contractual conditions and performance indicators are understood by the suppliers.  
• Identify & resolve or escalate contract-related issues both internally and externally.  
• Analyse supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.  
• Coordinate and collaborate with related department to monitor, review and evaluate contract-related information to ensure optimum usage of contracts. 

• Procurement Execution 

• Monitor and manage Purchase Requisitions (Pending Buyer Action), verify clear specifications, conduct sourcing event online, update the PR with actual supplier record and release PR for approval.  
• Perform the implementation and compliance of Organization Procurement policy, code of conduct, anti-bribery and anti-corruption policy and procedures, business ethics, other Organization policies or donor requirement.  
• Manage & monitor PO Change requests in coordination with related team and Suppliers.   
• Liaise with Business Support Desk (BSD) & Finance to resolve supplier inquires. 

Management & Leadership  

• Provide Christian leadership and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.  

• Build and maintain positive spirit of working in team with other staff in respective AP / Cluster / Project.  

• Manage annual performance agreement. Submit periodical/ monthly accomplishment report. 

• Maintain good communication and relationship with internal staff and external parties. 

• Manage all risks related to contractual and project management according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks. 

• Model accountability, integrity and faithfulness, demonstrating that We are Stewards and We are Partners. 

• Demonstrates a proactive attitude by taking on additional responsibilities as assigned by the supervisor, aligned with national strategy. 

Requirement

• Bachelor's degree is a Must. 

• At least 1 years’ experience in procurement area of service, preferably gained in humanitarian sector. 

• Professional Proficiency in Bahasa Indonesia and English. 

• Ability to travel within country, up to 10% of travel time. 

• Good working knowledge of computerized accounting system.  

• Ability to solve problems and to exercise independent judgement. 

• Willing to get placement at Papua (Jayapura / Nabire / Mimika) as local staff.

Safeguarding Policy

WVI implements a Safeguarding Policy as a form of our commitment to protect children and adult beneficiaries. WVI has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WVI work and WVI also participates in the Steering Committee for Humanitarian Response (SCHR) Inter-Agency Misconduct Disclosure Scheme (MDS).

Applicant Types Accepted: