Procurement and Grants Coordinator

at  Palladium Group Inc

REQUIRED QUALIFICATIONS:

The Procurement and Grant Coordinator will possess the following qualifications and experience:
1.Degree in Finance, Accounting, Management, or other relevant fields.
2.Minimum of 5 years of work experience overseeing procurement and grants in international development programs. Previous experience with DFAT-funded programs is an advantage.
3.Demonstrated strong understanding of procurement principles and practices, including Commonwealth procurement rules and legal aspects.
4.Ability to understand legal contractual language, draft contract clauses, and assess contract risks.
5.Strong understanding of IT systems, with advanced skills in MS Word, MS Excel, and the internet, and the ability to work with data management systems.
6.Ability to communicate effectively, both verbally and in writing.
7.Proven ability to negotiate effectively with subcontractors, grantees, and suppliers.
8.Demonstrated ability to promote and initiate work processes and complete assignments with minimal supervision.
9.Strong interpersonal skills, including in cross-cultural contexts.
10.Fluent in English (written and spoken) and Bahasa Indonesia.
Fixed-Term
Month
0.00 - 0.00
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics

PURPOSE OF THE POSITION:

The Procurement and Grants Coordinator oversees procurement and grants management, ensuring compliance with DFAT and Palladium guidelines. Key responsibilities include coordinating procurement processes, managing contracts and grants, supervising the procurement and grants team, and supporting financial and administrative functions to ensure the effective implementation of INOVASI Phase 3. This role also involves developing procurement strategies, managing risks, and ensuring continuous improvement of procurement practices.
Duties: Under the direction of the Head of Operations, the Procurement and Grants Coordinator will:
1.Coordinate the end-to-end process for procurement of goods and services, including purchase requests, requests for tenders, evaluating proposals, negotiating contracts, and signing agreements
2.Coordinate, negotiate, prepare and execute all types of contracts, including subcontracts grant agreements, blanket purchase agreements, and service agreements.
3.Comply with all Palladium procurement procedures outlined in the INOVASI Operations Manual and relevant DFAT policies, including the Australian Commonwealth Procurement Rules (CPR) and Commonwealth Grant Rules (CGR).
4.Oversee the Procurement and Grants team, including supervising officers, assistants, consultants, and daily workers related to procurement and grants.
5.Uphold Palladium’s Zero Tolerance policy on bribery and corruption, ensuring the due diligence process is followed.
6.Support the implementation of new procurement data management systems to automate the storage, reporting and approval processes of INOVASI procurements. Systems may include MS Dynamics 365, Power Automate, or other platforms as needed. Ensure procurement processes, forms and data integrate seamlessly with these systems andPalladium guidelines.
7.Lead the review, revision and adaptation of INOVASI Procurement Guidelines for Phase 3 to improve efficiency, streamline work processes, and align with the new structure and implementation requirements.
8.Develop and implement procurement strategies and policies, and manage associated risks.
9.Conduct regular spot checks in provincial offices to ensure the procurement process complies with Palladium and DFAT procurement policies and procedures.
10.Support cash flow management by providing accurate, regular forecasts of contract payments to the finance team.
11.Manage the contracts tracker and monitor deliverables and milestones from subcontractors, as well as the payment schedule stipulated in contracts;
12.Establish and manage all aspects of INOVASI Partnership and Grants program, implementing the full cycle including grants solicitation, pre-award assessments, negotiation, sub-award issuance, monitoring and compliance visits, and close- out procedures.
13.Monitor Partnerships and Grants implementation and develop a Grant Monitoring System, including tools to monitor the period of grants contracts and extensions (if any), deliverables, remaining payments, spending percentages, payment schedules, payment forecasts, and other relevant information.
14.Lead the pre-qualifications process of preferred suppliers, ensuring the Project has a list of preferred vendors. In coordination with the Admin team Jakarta and provincial teams, monitor and evaluate the performance of preferred suppliers.
15.Establish and maintain a database of preferred suppliers.
16.Support the process of planning and seeking VAT exemption and restitution with subcontractors and suppliers.
17.Analyse proposal budget cost structures and initiate negotiations for cost savings.
18.Work closely with the Finance Coordinator to review invoices and supporting documentation, ensuring all payment requests submitted are complete and on-time;
19.Work closely with provincial operations teams in the implementation of provincial procurements and grants. Archive all procurement documents upon completion of activities, in both in hard copies and soft copies, ensuring all required approvals are available;
20.Manage and monitor the filing system for all procurement documents, ensuring they are securely stored in both hard copies and soft copies.
21.Update and manage the procurement database, including the contract register, contract management system, and supplier database on regular basis.
22.Prepare and complete supporting documents for invoices from subcontractors.
23.Promote continuous learning and development within the procurement team
24.Perform other duties as reasonably be required by the Head of Operations, consistent with the incumbent’s qualifications and experience.