Procurement & Contract Specialist

Location Jakarta, Indonesia
APPLICATIONS CLOSE – 28^th April 2024, 5 PM Jakarta Time

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 Indonesia’s large and complex decentralised government system responsible for the delivery of basic services (Layanan Dasar). The SKALA Program’s 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 Australia’s previous 19 years of support to Indonesia’s 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, Tanagh 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
Reporting to the Procurement & Admin Lead, the Procurement & Contract Specialist will be responsible for undertaking procurement of high-value goods, services and grants including drafting the requests for tenders/proposals, managing the evaluation process, contract/grant negotiation, and contract/grant administration. Working closely with the Procurement & Contract Manager, he/she will be responsible for ensuring compliance with the Commonwealth Procurement Rules, Head Contract requirements and other internal requirements by DT Global and SKALA.  

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

https://tinyurl.com/4tnc2p3x

About You

Specific Responsibilities 

The key roles and responsibilities of the position are to provide the following: 

Procurement of high-value goods/services and grants

• Responsible for managing and coordinating procurement of high-value goods, services and grants following the provisions as stated within the SKALA Operations Manual, DT Global procedures and Commonwealth Procurement Rules. Responsibilities include:
• review and recommend changes to Terms of Reference (TOR) / Scope of Works (SOW) to ensure clarity and consistency;
• draft documents for request for tender/request for proposal/request for grant proposal including relevant selection criteria and submission requirements;
• facilitate release of request for tender/proposal to the market and coordinate responses to tenderers’ questions; 
• facilitate tender/proposal evaluation and selection process including developing relevant assessment timeline, undertaking initial compliance checks, establishing assessment panels, and undertaking financial assessments;
• draft necessary internal and external communications around the selection of preferred bidder(s);
• undertake contract negotiations in consultation with the Procurement and Admin Lead and Director of Operations & Finance.  

Contract and Grants Administration

• Undertake due diligence assessments and compliance checks for organisations selected through the procurement process.
• Draft contract documents (sub-contract or grant agreements) and facilitate contract execution.
• Facilitate on-boarding of sub-contractors, grantees and their personnel including socialisation of relevant SKALA, DT Global and DFAT policies/procedures.
• Review operational management of sub-contractors/grantees against SKALA/DT Global/DFAT compliance requirements; recommend corrective measures, and provide capacity-building support, where needed.  
• Ensure all contractual requirements are met including facilitating review of contract deliverables, undertaking review of financial reports, and supporting documents, and when satisfied, process relevant payment requests.   
• Monitor contract/grant implementation against expenditure to date; collaborate closely with the relevant contractor/grantee to develop realistic monthly forecast; and update SKALA’s internal trackers accordingly.
• Facilitate performance assessment of sub-contractors/grantees and undertake contract extension or closure procedures, as needed. 

Record Management

• Manage procurement filing system and ensure electronic files recorded in SKALA SharePoint.
• Maintain, and administer SKALA procurement tracker, and provide required data for external and internal needs. 

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. Travel is based on need.  

Relationship Management 

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

Selection Criteria

Essential

1. Relevant tertiary qualifications in management or similar.
2. At least 8 years of experience working on procurement and grant management in a donor-funded program in Indonesia.
3. Demonstrated experience in managing large-value procurement and grant activities, including strong knowledge of the process for competitive tendering, evaluation and complex contracting.
4. Skilled in writing request for tender/proposals including ability to develop selection criteria and submission requirements for competitive procurement process.
5. Strong leadership, management, administrative and communication skills.
6. Fluent in English and Bahasa Indonesia, written and verbal, is a must. 

Preferrable

• Experience in working for DFAT or DFAT-funded programs, understanding of the Commonwealth Procurement Rules and Value for Money principles.
• Ability to mentor and train others in the field of procurement and contract management. 

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

  
APPLICATIONS CLOSE – 28^th April 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.