JOB DESCRIPTION

Procurement and Facilities Officer, Operations

This is a hybrid position which requires 8 days per month in the office. You can be based in our office in WRI Indonesia, Jakarta. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position.

Job Highlight

The Procurement and Facilities Officer is responsible for carrying out the organization”s procurement process to ensure the timely and cost-effective acquisition of goods, services, and equipment. This role involves sourcing suppliers, negotiating contracts, and maintaining relationships with vendors to support the organization”s operational needs while adhering to procurement policies and regulations.

Additionally, The Procurement and Facilities Officer is tasked with ensuring of organizations assets and facilities within the WRI Indonesia office environment. In close coordination with the Human Resources Team, the post holder responsible for supporting the implementation of safety and security for personnel and lead the ongoing maintenance of security protocols, procedures, and systems designed to protect the office premises from potential threats, intrusions, and emergencies.

This position is based in Jakarta, with office-flex working arrangements and possibility of doing travel. In support of WRI”s DEI commitment, you are responsible for actively participating in these collaborative efforts by integrating equity into your work, our workplace, and the organizational culture.

What You Will Do

Procurement Process and Documentation

1. Sourcing and Supplier Management

• Conduct market research to identify and evaluate potential suppliers/vendors based on capability, pricing, and quality.
• Manage the supplier selection process, including issuing RFQs/RFPs and evaluating supplier proposals against predefined criteria.
• Negotiate favorable terms, conditions, and pricing with suppliers to secure optimal contracts.
• Prepare and submit vendor selection recommendations for Budget Holder approval.
• Communicate vendor selection results and maintain transparency throughout the process.

2. Contract and Purchase Order Processing

• Convert approved purchase requisitions into contracts or purchase orders promptly and accurately.
• Ensure all contracts and purchase orders include precise specifications, quantities, and delivery schedules

3. Documentation

• Maintain accurate and up-to-date records of procurement activities, including purchase requests, vendor information, correspondence, contracts, and purchase orders.
• Support the Office Coordinator producing detailed and timely procurement reports
• Keep comprehensive records of all procurement documentation

Contract and Vendor Management

• Proactively assess and monitor vendor performance to ensure alignment with contractual and organizational standards.
• Renew or renegotiate contracts as needed and manage contract extensions or terminations.
• Address contract-related issues, renewals, extensions, or terminations in collaboration with legal team and relevant stakeholders.
• Monitor vendor performance and compliance with contractual obligations, quality standards, and delivery schedules in coordination with the users.
• Foster positive relationships with suppliers, ensuring open communication and effective issue resolution

Cost Management

• Identify opportunities for cost savings through strategic sourcing, supplier consolidation, and effective negotiation.
• Track and control procurement expenses, ensuring alignment with organizational budgetary constraints

Stakeholder Engagement

• Collaborate with internal stakeholders (e.g., department heads, project managers, end-users) to understand their procurement needs and provide timely, effective support.
• Offer procurement-related guidance and expertise to other departments.
• Participate actively in cross-functional teams and project meetings as required

Compliance and Risk Management

• Ensure all procurement activities comply with relevant laws, regulations, organizational policies, and funder requirements.
• Mitigate risks by enforcing ethical and sustainable procurement practices.
• Address instances of vendor non-compliance promptly and appropriately.

Office Facilities

1. Asset & Inventory

• Tracking and recording all assets & inventory list based on procurement documents and receipts for all WRI Indonesia offices.
• Working collaboratively with Office Coordinator to provide annual assets or inventory report and/or whenever it is required by projects or organizations.
• Carry out the process for office and asset insurance registration and claims with the support from the Office Coordinator.
• Support the Office Coordinator and Office Manager to develop comprehensive Asset and Equipment policy.

2. Safety, Security, and Emergency Support

• Ensure that all office facilities comply with safety, health, and environmental regulations and standards.
• Implement and enforce security protocols to safeguard the office premises, assets, and personnel.
• Conduct regular inspections to all WRI Indonesia offices, to identify potential hazards and implement corrective actions as needed.
• Develop and maintain emergency response plans, including procedures for evacuation, fire drills, and other emergencies, in coordination with Office Manager and Human Resources.
• Coordinate with local authorities and emergency services as necessary.

Contract Arrangement

Full-time with fixed-term employment agreement up to 31 March 2027 with 3 (three) months of consultancy will be in place prior to the start of the fixed-term employment.

How to Apply:

• Please submit a resume with a cover letter by 30 November 2025. You must apply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.
• Must have authorization to work in Indonesia to be eligible for this position.
• Final candidates might be required to take a certain test and/or to produce/share writing samples when needed.
• This is a locally engaged position, Indonesian nationals are encouraged to apply.

What we offer:

• Salary that is commensurate with experience and skills
• Competitive and comprehensive benefit package
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields.
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours

About Us:

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyze change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Independence, Integrity, Impact, Partnership, and Care.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our Human Resources Team carefully reviews all applications.

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