Job: TECHNICAL ASSISTANT ADMIN & PROCUREMENT

Location: Jakarta 
Deadline: Tuesday, 15 October 2013 

Description

Background:

The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve centre ofASEAN, a regional inter-governmental organisation founded in 1967, to promote peaceand stability, sustained economic growth, shared prosperity and social progress. Itcomprises the ten countries of Southeast Asia.

The entry into force of the ASEAN Charter on 15 December 2008 had provided newimpetus to ASEAN's integration efforts by establishing a legal and institutional frameworkrequired to achieve the ASEAN Community by 2015. This includes the newly approvedorganisational structure of the ASEAN Secretariat that is aligned to the requirements ofthe Charter and the three Blueprints of the ASEAN Political-Security Community (APSC),the ASEAN Economic Community (AEC), and the ASEAN Socio-Cultural Community(ASCC). The ASEAN Secretariat is therefore well positioned to provide the necessaryfunctions required to effectively support the community building process under theCharter and the Blueprints.

Currently the ASEAN Secretariat is looking for a qualified candidate to fill the position ofTechnical Assistant, who will work under the Admin, Protocol & Conference ServicesDivision, which the division manages ASEC's internal administration and facilities,procurement, logistics, vehicle fleet, travel, security, all aspects of protocol formality andprocedure, and to provide other operational supports where required.The duties will cover, but not be limited to, the following:

Duties and Responsibilities:

1. Assist the Technical Officer of Procurement in day-to-day activities for thefollowing:

• Preparation and conduct of Tender, Quotation, and Open Market purchases, including receipt of quotations, bids or proposals, their evaluation, negotiation ofcertain conditions of contracts in full compliance with ASEC rules and regulations

• Receiving Material/Service Requisition (MSR) from other divisions and carrying out the order from the unit concerned.

• Conduct a quotation committee meeting for office supply, equipment and services,

• Preparation of the Annual Procurement Plan Estimation (APPE). Ensure that the implementation is in line with the ASEAN Secretariat's Financial Rules andProcedure, and conduct a monthly monitoring of the APPE as budget availability.

• Preparation of Purchase Orders using the Sunsystem, preparation of Recurring Purchase orders for contracting of services, vendors' creation in SunSystem.

• Review of procurement processes conducted by projects; submissions to the QPM.

• Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on Purchase Orderswith budget check errors and other problems.
• Presentation of researched information on procurement in the ASEC.
• Maintain and update the ASEAN Secretariat's Vendor's List (AVL). Conduct vendors evaluation regularly to ensure that they meet the quality standards.

2. Assist the Technical Officer in managing the day-to-day office procurementneeds:

• Conduct survey for the regular need of office supply and equipment i.e. stationery, water supply, electricity, telephone and furniture.

• Conduct survey on market price for office supply, equipment and services and negotiate with supplier for contract arrangement.

• Collect the approved ASEC Material / Service Requisition Form from the Finance and Budget Division.

• Decide the methods of procurement and ensure that the implementation is in line with the ASEAN Secretariat's Financial Rules and Procedures.

• Prepare invitation letters to the vendors.

• Generate and / or review the specifications of the goods / service requested to ensure that they meet the requestor's needs.

• Prepare regret letters to the unsuccessful vendors.
• Prepare the Purchase Order of office supply/equipment that has been acknowledged by the Senior Officer and to be finalized by the Deputy Secretary-General for Community and Corporate Affairs.
• Ensure that all goods / service are well received and meet the specification prior to releasing them to the requesting officers

3. Perform other relevant duties as assigned by the Assistant Director, SeniorOfficer, Technical Officer and/or higher authorities of the ASEAN Secretariat.

Qualification and Experience

• Bachelor degree in Economic, Management or its equivalent with at least three (3)years relevant working experience.
• Technical skills and knowledge in the relevant area or the demonstrated ability toquickly acquire them.
• Demonstrated ability to plan and organise tasks and work flows, with proven abilityfor accuracy under pressure and adherence to deadlines.
• Demonstrated sound oral and written communication skills and sound interpersonalskills, including experience in cross-cultural environment and international settings.
• Demonstrated ability to develop and maintain sound working relationships withstakeholders.
• Demonstrated commitment to collaborative work practices.
• Proven skills in problem solving in a complex organisational environment and in workplanning.
• Ability to multi-task, work long and irregular hours, perform tasks outside the usualjob scope, and willingness to travel frequently on short notice.Good command of English, written and spoken.
• Competency in computer skills with adequate knowledge of Microsoft Office andOutlook where relevant to the position.

Remuneration and Benefits:

Successful candidate will be offered the post with a probation period of six months andmonthly salary commensurate with his/her personal qualifications starting from IDR3,500,000. There are other applicable benefits which include monthly transportationallowance, outpatient medical reimbursement, hospitalisation insurance, and an annualbonus of a month's basic salary. Upon completion of the probationary period, thecandidate will be confirmed on an initial employment up to three-year contract, inclusiveof the six-month probationary period.

How to apply:

Send your application to asean.hr@asean.org, highlighting your suitability and potentialcontribution to the position together with a detailed CV, including a recent passport-sizedphotograph and certified true copies of educational certificates obtained, andcompletedEmployment Application Form, which can be downloaded at www.asean.org.

Please indicate on the subject heading: Application for Technical Assistant Admin &Procurement.Application papers should reach the ASEAN Secretariat by 15 October 2013.

The Selection Committee's decision is final and only shortlisted canditates will be notified

More Info and Application