*THE ASEAN SECRETARIAT *
*INVITES INDONESIAN CITIZENS OR ASEAN NATIONALS *
*WITH PERMANENT RESIDENT STATUS IN INDONESIA *
*TO APPLY FOR THE FOLLOWING VACANCY *
*TECHNICAL OFFICER PROCUREMENT *
*Background *
The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve
centre of ASEAN, a regional inter-governmental organisation founded in
1967, to promote peace and stability, sustained economic growth, shared
prosperity and social progress. It comprises the ten countries of Southeast
Asia.
The entry into force of the ASEAN Charter on 15 December 2008 had provided
new impetus to ASEAN’s integration efforts by establishing a legal and
institutional framework required to achieve the ASEAN Community by 2015.
This includes the newly approved organisational structure of the ASEAN
Secretariat that is aligned to the requirements of the 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
necessary functions required to effectively support the community building
process under the Charter and the Blueprints.
Currently the ASEAN Secretariat is looking for a qualified candidate to
fill the position of Technical Officer Procurement, under the
Administration, Protocol & Conference Services Division; Corporate Affairs
Directorate; Community & Corporate Affairs Department. 2
*Duties and Responsibilities *
*1. *Organizes procurement processes for ASEC, projects and at the
request of other Division/ Directorate / Department ,*focusing on
achievement of the following results: ***
*a. *Organization of procurement processes including preparation and
conduct of Tender, Quotation , and Open Market purchases, including receipt
of quotations, bids or proposals, their evaluation, negotiation of certain
conditions of contracts in full compliance with ASEC rules and regulations.
**
b. Conduct a quotation committee meeting for office supply, equipment
and services,
c. Preparation of the Annual Procurement Plan Estimation (APPE)
.Ensure that the implementation is in line with the ASEAN Secretariat’s
Financial Rules and Procedure, and conduct a monthly monitoring of the APPE
as budget availability.
d. Preparation of Purchase Orders using the Sunsystem, preparation of
Recurring Purchase orders for contracting of services, vendors’ creation in
SunSystem.
e. Review of procurement processes conducted by projects; submissions
to the QPM.
f. Implementation of the internal control system which ensures that
Purchase Orders are duly prepared and dispatched. Timely corrective actions
on Purchase Orders with budget check errors and other problems.
g. Presentation of researched information on procurement in the ASEC.
h. Maintain and update the ASEAN Secretariat’s Vendor’s List (AVL).
Conduct vendors evaluation regularly to ensure that they meet the quality
standards
2. Ensures *implementation of sourcing strategy *focusing on
achievement of the following results:
a. Development and update of the ASEAN Secretariat’s Vendor List
(AVL), implementation of supplier selection and evaluation.
3. Ensures *facilitation of knowledge building and knowledge sharing *in
the focusing on achievement of the following results:
a. Synthesis of lessons learnt and best practices in Procurement
b. Sound contributions to knowledge networks and communities of
practice.
4. *Manage the day-to-day office procurement needs: *
a. Conduct survey for the regular need of office supply and equipment
i.e. stationery, water supply, electricity, telephone and furniture.
b. Conduct survey on market price for office supply, equipment and
services and negotiate with supplier for contract arrangement.
c. Collect the approved ASEC Material / Service Requisition Form from
the Finance and Budget Division.
d. Decide the methods of procurement and ensure that the implementation
is in line with the ASEAN Secretariat’s Financial Rules and Procedures.
e. Prepare invitation letters to the vendors .
f. Generate and / or review the specifications of the goods / service
requested to ensure that they meet the requestor’s needs.
g. Prepare regret letters to the unsuccessful vendors.
h. 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.
i. Ensure that all goods / service are well received and meet the
specification prior to releasing them to the requesting officers.
j. Perform other relevant duties as assigned by the Assistant
Director, Senior Officer and/or higher authorities of the ASEAN
Secretariat.
*Requirements *
Postgraduate degree in Economics, Management or an appropriate related
field or discipline with a minimum three (3) years relevant work experience
in technical role.
Bachelor degree in Economics, Management or an appropriate related field
or discipline with a minimum five (5) years relevant work experience in
technical role.
Demonstrated knowledge and policy, research and technical skills in the
relevant area and ability to acquire them.
Proven skills in problem solving in a complex organisational environment
and in work planning.
Demonstrated ability to develop, implement, monitor and review policy and
procedures.
Demonstrated ability to plan and organise tasks and work flows, with
proven ability for accuracy *under pressure *and adherence to deadlines.
Very good oral and written communication skills and strong interpersonal
skills, including experience in cross-cultural environment and
international settings.
Demonstrated ability to develop and maintain sound working relationships
with stakeholders.
Demonstrated commitment to collaborative work practices.
Competency in computer skills with adequate knowledge of Microsoft Office
and Outlook where relevant to the position.
Sound command of English, written and spoken.
4
*Remuneration and Benefits: *
Successful candidate will be offered the post with a probation period of
six months and monthly salary commensurate with his/her personal
qualifications starting from *IDR 5,000,000. *There are other applicable
benefits which include monthly transportation allowance, outpatient medical
reimbursement, hospitalisation insurance, and an annual bonus of a month’s
basic salary. Upon completion of the probationary period, the candidate
will be confirmed on an initial up to three-year contract, inclusive of the
six-month probationary period.
*How to apply *
Send your application to *hr-asean@asean.org *highlighting your suitability
and potential contribution to the position together with a detailed CV,
certified true copies of educational certificates obtained, and completed
Employment Application Form with recent photograph, which can be downloaded
at *www.asean.org/opportunities*.
Please indicate on the subject: *Application for Technical Officer
Procurement *
Application documents should reach the ASEAN Secretariat by *31 May 2012. *
*Incomplete applications shall not be considered. *
Only shortlisted applicants will be notified.
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