Procurement Officer

CIFOR-ICRAF is looking for a:

Procurement Officer

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.

Summary of 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.

Personal attributes and competencies:

• Knowledge of Procurement, logistics and contract management.
• Working Knowledge of ERP systems and related software.
• Good understanding of current and emerging global supply chain trends.
• Reliable and dependable, high level of personal integrity and attention to detail.
• Strong Negotiation skills.
• Good understanding of risk management.
• Excellent analytical and numeracy skills.
• Excellent customer service and communication skills.
• Ability to work independently and collaboratively within and across units, functions, and different cultural contexts.
• Self-starter with initiative and ability to organize and manage multiple priorities, work under pressure, and meet deadlines.

Terms and conditions

• This is a Locally Recruited position. CIFOR-ICRAF offers competitive remuneration in local currency commensurate with skills and experience.
• The duty station will be in Nairobi, Kenya CIFOR-ICRAF Offices.