Procurement and Operations Assistant

INTRODUCTION TO GGGI

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page.

POSITION SUMMARY

Based in Jakarta, Indonesia, the Procurement and Operations Assistant will support the GGGI Indonesia Country Office in procurement and operational activities, adhering to the requirements, rules, and systems set by GGGI and its donors. This role is crucial for managing procurement tasks and assisting with operational functions handled by the Finance and Corporate Services Unit of GGGI Indonesia.

The position will help implement operational services related to procurement and logistical support for the GGGI Indonesia Country Office to ensure the effective delivery and success of in-country operations. The Procurement and Operations Assistant will work within the Finance and Corporate Services Unit of the GGGI Indonesia Country Office, reporting to the Sr. Finance Associate. The position holder will be responsible for executing and documenting procurement transactions. Ensuring the proper coordination of procurement plans and documentation will be a key part of the position holders daily responsibilities.

PURPOSE

This position handles procurement and operational tasks to support the efficient procurement management of the GGGI Indonesia Country Office. The role involves processing procurement transactions in line with GGGIs policy and regulation manual and providing daily administrative support to ensure the successful implementation of projects as required.

ENGAGEMENT

• Assist the Sr. Finance Associate in ensuring accurate recording of procurement transactions and compliance with GGGI regulations.
• Support procurement processes by managing and maintaining an organized filing system, database, and documentation related to contracts, purchase orders, and vendor records.
• Work as part of the operations team to ensure procurement activities comply with GGGIs regulations, rules, and procedures.
• Assist in the execution of procurement activities, including sourcing, bidding, and vendor selection, to support program implementation.
• Provide administrative support in the hiring of staff and consultants, ensuring compliance with GGGIs procurement policies and procedures.

DELIVERY

Procurement Planning

• Assist in the development and implementation of annual procurement plans for the Indonesia Country Office.
• Ensure the procurement plan is aligned with project needs, timelines, and budget constraints.
• Work closely with project teams to identify procurement needs and priorities.

Procurement for Individual Consultants

• Ensure that all procurement activities related to individual consultants comply with GGGIs procurement policies and donor regulations.
• Assist in the preparation of contracts and ensure timely processing of payments for consultants.

Procurement for Consulting Firms

• Assist the procurement process for consulting firms, including preparing RFPs.
• Coordinate the selection and contracting of consulting firms in compliance with GGGIs procurement policies and donor guidelines.
• Ensure that contracts with consulting firms are properly executed, and the firms deliver according to agreed timelines and performance standards.

Local Purchase Orders (POs)

• Manage the issuance and tracking of local purchase orders for goods and services below IDR 15mio.
• Ensure that all local POs are processed in accordance with procurement guidelines and budget requirements.
• Collaborate with vendors to ensure timely delivery of goods and services, as well as proper documentation for payment processing.

Documentation and Record Keeping

• Maintain accurate and up-to-date records of all procurement transactions, including POs, contracts, and related documents.
• Prepare reports on procurement activities for internal and donor audits.
• Ensure that procurement files are complete, organized, and easily accessible for audit purposes.

REQUIREMENTS

QUALIFICATIONS

• A bachelors degree in business administration, procurement, finance, or a related field.
• Preferably at least one year of relevant work experience.
• Strong understanding of basic procurement process.
• Experience working with Indonesian government agencies is highly desirable.
• Experience in international organizations is considered an advantage.
• Familiarity with ERP systems, project support, and administrative tasks is beneficial.
• Experience in the procurement process for goods and services.
• Proficiency in both Indonesian and English is required.

FUNCTIONAL

• Strong ability to collaborate and communicate effectively with relevant teams and staff.
• A dedicated team player with a results-driven, proactive, and creative approach to problem-solving.
• Very strong attention to detail and ability to execute tasks with precision
• Excellent cultural awareness and enthusiasm for working in an international team.
• Willingness and ability to travel occasionally for program-related events.
• Adaptability and readiness to work flexibly in response to program demands.

CORPORATE

• Understand and actively support GGGIs mission, vision, and values.
• Promote an organizational culture of trust, transparency, respect, and partnership.
• Excels at problem solving, asks questions and seeks support when needed, easily shares information and knowledge with others both internally as externally.
• Manage emotions and stress positively, build rapport and resolve conflict easily.
• Strong ability to work independently and/or remotely, while maintaining productivity.

WORKING CONDITIONS

• Procurement and Operations Assistant is an X4 grade level in GGGIs National salary scale. Determination of base salary is subject to candidates experience, academic background, and internal equity.
• GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision.
• GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.
• The chosen candidate is expected to be based in Jakarta, Indonesia and will report directly to the Sr. Finance Associate of GGGI Indonesia (also based in Jakarta).
• This is a national position and does not include relocation benefits.

Child protection - GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGIs Child Protection Policy is written in accordance with the Convention on the Rights of the Child.