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1. Receive,
review and process incoming requests from requisitioners ensuring
sufficient clarity on specifications given for good and services.
Confirm any other relevant information from requisitioners, particularly
from programme managers at the sub office.

2. If
necessary, assist programme staff in preparation of unambiguous
specifications for purchase of goods, prior submission of requisition.

3. Coordinate
and ensure that all project related purchases are reviewed and approved
in accordance to the purchase authorization matrix.

4. Identify
potential vendors, conduct vendors appraisals and if suitable register
them in PRISM (SAP) system and/or procurement company database.

5. Liaise
with Logistics/Procurement Officer regarding procurement of
goods/service, to consolidate overall office procurement requirements
and optimize purchasing power.

6. Plan
and implement procurement activities, including obtaining quotations,
preparation of evaluation and recommendation, issuance of Purchase Order
(PO) or Service Agreement (SA) and delivery of goods/services in
accordance to IOM procurement guidelines and in coordination with
Logistics/Procurement Officer.

7. Prepare
Purchase Orders or Service Agreements and ensure authorization is
received in accordance to Mission Permanent Instructions.

8. Coordinate
with the Finance Assistant to ensure that prior to the final ordering
and delivery of goods/services, the WBS element and budget line item
have been determined.

9. Coordinate
and monitor the delivery of ordered goods/services and ensure through
established procedures that all received goods/services are in
accordance with the terms and specifications of the PO/SA. Furthermore
ensure quality and opportune delivery of purchased goods/services.

10. Report
to requisitioner on the status of procurements, including estimated
time of delivery and/or any changes which may affect pre-determined
delivery conditions. In the event of changes, propose alternatives to
mitigate delays in project implementation processes.

11. Prepare
payment documentation and liaise closely with the finance department
concerning payment of purchased and delivered goods and services.

12. Maintain
optimal records of all transactions, ensuring that an efficient filling
system for record of all quotations, copies of records of expenditure,
receiving reports, receipts, local order forms, etc are kept accountable
and easily accessible by managers.

13. Evaluate
vendors performance, reliability, quality, price, delivery of
goods/services against the concluded PO/SA and organizations best
interests.

14. Ensure
that the proper IOM administrative procedures and standards for follow
up, canvassing, bidding, ordering and stock keeping are strictly adhered
to.

15. Prepare
weekly progress report for all procurement activities and provide brief
updates to HsO on overall status of purchases, logistics and
warehousing.

16. Ensure that all procurement transactions are done through PRIMS(SAP)

17. Ensure
and manage that office asset inventory is in line to IOM Assets
inventory policy and maintain updated asset inventory report

18. Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy

19. At the request of the Line Manager or HoSO, participate in staff development and training processes

20. Act with integrity and professionalism and in accordance with IOMs Code of Conduct, at all times.

21. Perform such other related duties as may be assigned

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