Procurement Coordinator

ROLE PURPOSE:

The Procurement Coordinator is responsible for coordinating timely, compliant, transparent, and value-for-money procurement of goods, works, and services for Save the Children Indonesia. The role supports procurement planning, sourcing, tendering, evaluation, contracting, supplier management, procurement systems and reporting, while ensuring adherence to Save the Children policies, donor requirements, applicable Indonesian regulations and safeguarding standards. The post holder works closely with Programme Operations, Finance, Legal, Awards, and field teams to ensure procurement solutions are responsive to operational and programme needs and contribute to effective delivery for children.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Procurement Planning and Service Delivery

  Coordinate annual and project procurement planning with budget holders and relevant functions, consolidating demand and identifying appropriate sourcing strategies and timelines.

  Ensure procurement requests are complete, properly approved and translated into timely procurement actions that meet programme and operational requirements.

  Monitor sourcing pipelines, lead times and delivery status, and proactively address bottlenecks and tracking procurement KPIs, including purchasing efficiency and on-time delivery.

• Sourcing, Tendering, and Contracting

  Lead and coordinate sourcing processes for goods, works, and services in accordance with applicable procurement thresholds, policies, and donor requirements.

  Prepare or review solicitation documents, competitive bid analysis, evaluation records, approvals, purchase orders, and contracts to ensure completeness, fairness, and auditability.

  Facilitate evaluation processes and negotiations that achieve best value, appropriate quality, acceptable risk, and required delivery timelines.

• Compliance, Risk, and Safeguarding

  Ensure procurement activities comply with Save the Children policies, scheme of delegation, donor rules, anti-fraud and anti-corruption requirements, conflicts-of-interest controls, and applicable Indonesian law.

  Maintain complete and accurate procurement files and an effective audit trail, and support internal reviews, external audits, and compliance spot checks.

  Integrate child safeguarding, safe programming, data protection, environmental considerations, and responsible procurement requirements into supplier selection and contract management.

• Supplier, Framework Agreement, and Contract Management

  Coordinate supplier due diligence, registration, performance monitoring, and periodic review, including required compliance and safeguarding screening.

  Lead the establishment, renewal, and performance monitoring of Framework Agreements (FWAs) to improve procurement efficiency and supplier availability.

  Build and maintain an appropriate, competitive, and diverse supplier base, including local suppliers where suitable.

  Support contract owners in monitoring supplier performance, deliverables, service levels, pricing, variations, disputes, and contract close-out,

• Systems, Data, Analytics, and Performance

  Ensure procurement transactions and master data are accurately recorded in Oracle NetSuite and other approved systems and trackers.

  Produce procurement reports and analytical insights on procurement plans, sourcing cycle time, spend patterns, supplier performance, savings, compliance, purchasing efficiency, and on-time delivery.

  Identify trends, risks, bottlenecks, and improvement opportunities, and provide actionable recommendations to support management decisions.

  Promote data quality, standardisation of item and supplier information, and practical process improvements that strengthen efficiency and user experience.

• Business Partnering, Team Coordination, and Humanitarian Response

  Build effective relationships with internal stakeholders to improve procurement planning, policy compliance, service delivery, and internal customer satisfaction.

  Provide practical procurement guidance to requesters, budget holders, field offices, and partners, and contribute to training and capacity strengthening.

  Coordinate workload and provide day-to-day technical support, quality review, and coaching to procurement officers.

  Collaborate with Finance, Awards, Legal, Programme Operations, Safety & Security, Tech & Digital, and Logistics to resolve procurement issues and support integrated delivery.

  Support rapid procurement and supplier mobilisation during emergency preparedness and response while maintaining proportionate controls and documentation.

  Ensure that suppliers and contractors who may interact with children or communities understand and comply with applicable safeguarding obligations.

  Promote a safe, respectful, inclusive, and accountable working environment.

  
  

EXPERIENCE AND SKILLS:

Essential:

• Relevant professional experience in procurement, sourcing, contracting, or supply chain, including experience coordinating competitive tenders for goods, works, and services.
• Demonstrated knowledge of procurement principles, supplier due diligence, bid evaluation, negotiation, purchase orders, contracts, and contract administration.
• Experience applying procurement policies, delegated authorities, donor or institutional compliance requirements, and maintaining audit-ready documentation.
• Strong planning and organisational skills, with the ability to manage multiple priorities, meet deadlines, and respond to changing operational needs.
• Strong analytical skills and attention to detail, including the ability to review commercial offers, identify risks, and present clear recommendations.
• Effective communication, facilitation, and stakeholder-management skills, with the confidence to provide advice and challenge non-compliant requests constructively.
• High level of integrity and ability to manage confidential and commercially sensitive information.
• Proficiency in Microsoft Office applications, particularly Excel, and experience using an ERP or e-procurement system.
• Professional fluency in Bahasa Indonesia and working proficiency in English, both written and spoken.
• Commitment to Save the Children values, safeguarding principles, diversity, equity, and inclusion.

Desirable:

• Experience in an international NGO, humanitarian organisation, development agency, or other donor-funded environments.
• Experience with Oracle NetSuite or a comparable procurement/ERP platform.
• Experience supervising, coaching, or technically coordinating procurement staff or focal points.
• Knowledge of the Indonesian supplier market and regulations relevant to procurement and contracting.
• Experience supporting emergency preparedness or humanitarian response procurement.