Overview
The position is responsible for ensuring timely
acquisition, supply/delivery, storage and disposal of goods and services, and
logistics operations at optimum cost-effective levels and in an expeditious and
efficient manner.
Duties and responsibilities
Supplier Selection:
- Defines detailed quantitative and qualitative information
required for supplier screening and selection.
- Regularly review and manage the prequalification of vendors in
all non-contracted categories and ensure the process delivers the most
competitive and compliant vendors as per the procurement guidelines.
Requests for Procurement (RFP) Execution and Sourcing process management:
- Review and Analyze RFPs received from the various departments
and units.
- Determines the appropriate type of procurement method to use
based on CIFOR-ICRAF policies.
- Submits Requests for Quotation (RFQs) to the prequalified
suppliers.
- Review and Analyze quotations received from the suppliers and
recommend the supplier to source the goods or services from.
- Prepares bid documents and specifications, identifies
evaluation factors and scoring methods for analyzing responses.
- Manages discrepancies in bid responses against requirements
and specifications.
- Develops bid analysis and supplier pricing analysis and
responses and recommends the supplier to source the goods or services
from.
- Uses knowledge of end-to-end supply chain management to
identify and optimize purchasing opportunities.
- Prioritizes purchasing requests and obtains additional
information/documentation as required.
- Provides assistance where required in preparing scope of work
and specifications of goods and services.
- Proposes product substitutions consistent with requirements to
achieve cost savings.
- Coordinate procurement planning and review scope of work and
specifications of goods and services for strategic and well-planned
procurement activities across the organization advising requisitioning
units and recipient entities on the full range of procurement issues,
providing support and guidance at all stage of the procurement cycle.
Procurement/Tender Committees:
- Coordinate the activities of the appointed procurement/tender
committees within your allocated Units and Themes; this includes
scheduling of the procurement/tender committee meetings etc.
- Secretary to the procurement/tender committee.
- Drafting of the procurement/tender committee report.
- Coordinate the review, finalization and endorsement of the
report by all the members of the procurement/tender committee.
- Coordinate the submission and approval of the
procurement/tender committee report as per the CIFOR-ICRAF Authorization
Matrix.
Negotiations.
- Identifies key negotiation principles and prepares supporting
industry, supplier, and cost data for supplier negotiations.
- Conducts negotiations with suppliers to achieve results that
support CIFOR and ICRAF’s objectives.
- Conducts negotiations with suppliers to ensure the value for
money advantages that have been sought are achieved.
Preparation and dispatch of Purchase Orders (POs) and
Contracts:
- Ensure timely corrective actions on POs and Contracts that may
have errors like budget check errors etc.
- Finalizes and submits purchase orders and contracts for
approval in line with CIFOR-ICRAF Authorization Matrix.
Contract start up and management:
- Uses appropriate contract templates and provisions with
reviews by legal as required.
- Incorporates user needs and support with minor changes and
issues.
- Ensures clients are not exposed and seeks appropriate
specialist advice where necessary.
- Maintains contracts which protect the organization’s legal
rights and interests.
Countries Procurement Support:
- HQ contact point for country procurements that are above
countries approval thresholds as per the CIFOR-ICRAF Authorization Matrix.
- Review and endorsement of tender reports from the countries
for the procurements above the country’s approval thresholds as per the
CIFOR-ICRAF Authorization Matrix.
- Procurement trainer on CIFOR-ICRAF policies, procurement
processes, procedures, and systems.
Other Duties:
Support inbound and outbound logistics:
- Prepares PRO1Bs, PRO1Cs, form A’s for motor vehicle
importation, form C’s for motor vehicle registration.
- Liaises internally with Protocol office and externally with
the clearing agents to ensure that imports are cleared at the earliest
without incurring additional costs to the Centre.
Supplier relationship management:
- Works closely with suppliers and internal personnel to resolve
delivery issues.
- Conducts supplier meetings to review performance levels and
identify required actions. Resolving issues/problems related to delivered
goods, including discrepancies between purchase orders and
items/quantities shipped or received, demurrage; prepares and signs return
to Vendor forms for unacceptable and/or damaged goods received.
Assets Disposal:
- Coordinate the disposal of obsolete and surplus
materials/assets in line with the CIFOR-ICRAF’s Policies.
- Maintains relevant internal databases and files; keeps track
of any contractual agreements, framework arrangements, etc.
Record keeping and reporting:
- Ensures safe custody of the Purchase Orders, Quotations,
Correspondence, and any other accountable documents.
- Prepare all other required procurement reports e.g. Order and
delivery analysis, spend analysis (vendor, category, unit spend, and any
other matrix agreed upon) etc.
Team leadership:
- Supervise direct staff directly reporting to you by managing
their performance, including setting goals and objectives, coaching, and
delivering results.
- Perform performance evaluation for the team, both mid-year and
annually.
Internal Controls and Other Duties:
- Ensure compliance with policies and safeguard of CIFOR_ICRAF
assets.
- Identify and assess changes that could significantly impact
the system of internal control in CIFOR-ICRAF.
- Evaluate and communicate internal control deficiencies in a
timely manner to the supervisor.
- Perform any other tasks assigned by the Assistant
Manager-Procurement & Logistics.
Requirements
- Bachelor’s Degree in Procurement and/or Supply Chain or in a
related field
- Professional qualification in Purchasing or Diploma from
Chartered Institute of Purchasing and Supplies (CIPS) or equivalent
certification.
- Active member of a procurement professional body such as KISM,
CIPS etc
- Minimum of solid Six (6) years progressive experience in
procurement and logistics in a donor funded organization.
- Good experience and knowledge of procurement compliance
requirements for key international donors like EC, USAID, GIZ etc.
- Knowledge of national and international import/export
legislation and common customs regulations.
How To Apply
