Procurement Officer
Nairobi
- Organization: CIFOR - Center for International Forestry Research
- Location: Nairobi
- Grade: Mid level - Mid level
-
Occupational Groups:
- Procurement
- Closing Date: Closed
Reference number: 202428
Job status: In-progress
Job category: Local Position
Duty station: Nairobi, Kenya
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CIFOR-ICRAF
The Center for International Forestry Research (CIFOR) and World Agroforestry (ICRAF) envision a more equitable world where trees in all landscapes, from drylands to the humid tropics, enhance the environment and well-being for all. CIFOR and ICRAF are non-profit science institutions that build and apply evidence to today’s most pressing challenges, including energy insecurity and the climate and biodiversity crises. Over a combined total of 65 years, we have built vast knowledge on forests and trees outside of forests in agricultural landscapes (agroforestry). Using a multidisciplinary approach, we seek to improve lives and to protect and restore ecosystems. Our work focuses on innovative research, partnering for impact, and engaging with stakeholders on policies and practices to benefit people and the planet. Founded in 1993 and 1978, CIFOR and ICRAF are members of CGIAR, a global research partnership for a food secure future dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources.
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.Duties and responsibilities
1.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.
2.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.
3.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.
4.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.
5.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.
6.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.
7.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.
8.Other Duties:
a)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.
b)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.
·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.
d)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.
9.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.
10.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.
Education, knowledge and experience
•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.
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.
Application process
The application deadline is 23 May 2024We will acknowledge all applications, but will contact only short-listed candidates.