Procurement Officer

BROAD STATEMENT OF FUNCTION

The Procurement Officer is responsible for supporting the effective, efficient and accountable management of procurement activities to meet the AHA Centre's operational, programme and emergency response requirements. The position promotes procurement practices that ensure compliance, transparency, fairness, integrity and value for money.

The Procurement Officer shall:

1. Procurement Planning and Compliance - Ensure effective procurement planning and compliance with applicable procurement policies, procedures, donor requirements and internal controls.
   

2. Tendering, Evaluation and Contract Award - Manage competitive procurement processes to ensure fairness, transparency, efficiency and value for money in the procurement of goods, works and services.
   

3. Contract Administration and Supplier Management - Support effective contract administration and supplier management to ensure satisfactory performance, timely delivery and compliance with contractual obligations.
   

4. Emergency and Humanitarian Procurement - Facilitate timely and responsive procurement support for disaster preparedness, emergency response and humanitarian operations.
   

5. Procurement Systems, Reporting and Continuous Improvement - Contribute to strengthening the AHA Centre's procurement systems, procedures and practices to improve operational efficiency, accountability and service quality.
   

6. Supervision, Coordination and Advisory Support - Provide professional procurement guidance, supervision and coordination to ensure effective collaboration and responsive procurement services across the organisation.
   

PRIMARY RESPONSIBILITIES

A. Procurement Planning and Compliance

1. Develop, consolidate and regularly update procurement plans in coordination with relevant divisions, programmes and projects, ensuring alignment with operational priorities, approved budgets and implementation schedules.
   

2. Review procurement requests, technical specifications, terms of reference and supporting documentation to ensure completeness, appropriateness and compliance with applicable requirements.
   

3. Advise requesting units on procurement methods, market conditions, procurement timelines and evaluation criteria to support effective planning and decision-making.
   

4. Ensure procurement activities comply with the AHA Centre's procurement policies and procedures, applicable donor requirements, established internal controls and approved delegation of authority.
   

5. Identify, assess and report procurement risks, potential conflicts of interest, irregularities and non-compliance, and recommend appropriate corrective or preventive measures.
   

6. Maintain complete and accurate procurement documentation and support internal and external audits, including follow-up on relevant findings and recommendations.
   

B. Tendering, Evaluation and Contract Award

1. Manage and coordinate procurement processes, including sourcing, solicitation, tendering, evaluation support, negotiations and contract award.
   

2. Prepare and review procurement documents, including Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs), technical specifications, terms of reference and evaluation criteria.
   

3. Conduct market research, supplier assessments, price comparisons and commercial analyses to support competitive procurement and value-for-money decisions.
   

4. Serve as secretary to Tender and Evaluation Committees, coordinating meetings, maintaining evaluation records and supporting objective, fair and transparent evaluation processes.
   

5. Prepare bid comparison reports, procurement evaluation reports and contract award recommendations for review and approval by authorised officials.
   

6. Coordinate supplier communications, clarifications and negotiations in accordance with approved procurement procedures, ensuring fairness, confidentiality and appropriate documentation.
   

C. Contract Administration and Supplier Management

1. Coordinate the preparation, review and administration of procurement contracts, purchase orders and related agreements in accordance with approved procurement decisions and contractual requirements.
   

2. Maintain accurate and up-to-date contract records, including contract values, deliverables, milestones, payment schedules, amendments and expiry dates.
   

3. Monitor contractual obligations, supplier performance and delivery schedules in coordination with requesting units and contract owners, and recommend corrective action where necessary.
   

4. Review and coordinate contract amendments, extensions and variations, ensuring proper justification, documentation and approval.
   

5. Develop and maintain a reliable supplier database, conduct supplier due diligence and evaluate supplier performance to support effective and competitive procurement.
   

6. Identify and support the resolution of contractual issues, supplier-related risks and performance concerns in consultation with relevant stakeholders.
   

D. Emergency and Humanitarian Procurement

1. Coordinate procurement requirements for disaster preparedness, emergency response and humanitarian operations to support the timely availability of required goods and services.
   

2. Facilitate urgent procurement in accordance with applicable emergency procurement procedures, maintaining transparency, accountability and appropriate documentation.
   

3. Identify reliable suppliers, assess market availability and delivery capabilities, and recommend practical procurement solutions to meet time-sensitive operational requirements.
   

E. Procurement Systems, Reporting and Continuous Improvement

1. Maintain accurate procurement records, tracking systems and management reports to support procurement monitoring, decision-making and accountability.
   

2. Utilise and support the effective implementation of the AHA Centre's Enterprise Resource Planning (ERP) system and other approved procurement management tools.
   

3. Support the regular review, updating and improvement of the AHA Centre's Procurement Manual, Standard Operating Procedures (SOPs), procurement guidelines, templates and related documentation, taking into account operational requirements, audit recommendations and relevant good practices.
   

4. Identify gaps, inefficiencies and areas for improvement in procurement processes, systems and internal controls, and recommend practical measures to enhance efficiency, compliance and service delivery.
   

5. Contribute to the development, enhancement and implementation of electronic procurement systems, ERP workflows, standardised templates and procurement monitoring tools in coordination with relevant divisions.
   

6. Support the implementation of procurement-related audit recommendations, management decisions and lessons learned to strengthen procurement practices and institutional accountability.
   

7. Provide guidance and support to staff on updated procurement policies, procedures, systems and tools to promote consistent understanding and application across the organisation.
   

F. Supervision, Coordination and Advisory Support

1. Supervise, guide and support the Procurement Assistant, ensuring the quality, accuracy and timely completion of assigned tasks.
   

2. Coordinate with relevant divisions, programmes and projects to understand procurement requirements and facilitate timely and effective procurement services.
   

3. Provide professional procurement advice and technical support to staff and management on procurement procedures, requirements and related matters.
   

4. Contribute to staff capacity building and knowledge sharing to strengthen procurement understanding, compliance and operational effectiveness.
   

5. Perform other relevant duties as assigned by the Human Resources and Administration Manager or Director of Corporate Affairs, consistent with the responsibilities of the position.
   

Requirements

APPLICATION PROCESS

The AHA Centre invites qualified and motivated nationals of ASEAN Member States to apply for the position of Procurement Officer.

Interested candidates are required to submit the following documents:

1. A completed AHA Centre Application Form.
   

2. Updated curriculum vitae in English.
   

3. Cover Letter: A letter outlining the applicant's relevant qualifications, professional experience and suitability for the position.
   

4. Supporting Documents: Copies of relevant academic certificates and professional qualifications.
   

Important:

• Kindly ensure your application file is named with the following format: "Application for Procurement Officer – Full Name"
  

• Please combine all required documents (Items 1–4) into one (1) file which does not exceed 5 MB to enable our Human Resources Information System (HRIS) to capture your complete profile.
  

• Applications must be submitted through the official link on our website, not by email, to ensure automatic acknowledgement of receipt and efficient processing.
  

Application Deadline: Monday, 16 November 2026, at 23:45 (Jakarta time, UTC+7).

Incomplete applications or applications received after the deadline may not be considered. Only shortlisted candidates will be contacted. The selection process may include a written technical assessment, a practical procurement exercise and a competency-based interview.

The decisions of the Selection Panel shall be final, in accordance with the AHA Centre's applicable recruitment procedures.

We thank all applicants for their interest; however, only shortlisted candidates will be contacted for an interview, and the decisions of the Selection Panel are final. For more information about the AHA Centre, please visit.

The AHA Centre maintains a zero-tolerance policy against all forms of sexual exploitation, abuse, and harassment, in line with its PSEAH Policy.