Assistant Manager- Procurement and Logistics at World Agroforestry Centre (ICRAF)

Overview

The Assistant Manager Procurement will plan, direct, and coordinate procurement activities with support to the country offices to ensure cost efficiency, timeliness in purchasing CIFOR-ICRAF’s goods and services while ensuring compliance with policies, strategies, and processes. The role is responsible for facilitating professional operations within procurement and logistics to maximize process efficiency leading to improved procurement of goods and services in line with CIFOR-ICRAF’s Procurement policy and procedures. The role is responsible for planning, implementing, and monitoring procurement and logistics operations to CIFOR-ICRAF stakeholders and its user department in a timely, qualitative, and cost-effective manner. The role will be managing all staff within the Procurement and Logistics Department in the delivery of the procurement objectives.

Duties and responsibilities

Procurement Policy:

•  Key resource in the updating of the procurement policies in liaison with the Operations Manager.
• Implement the procurement policies and guidelines; internal control systems which ensures the procurement process is carried out with utmost professionalism. ·
• Ensure compliance with CIFOR-ICRAF and donor policies in the procurement of goods and services.
• Audit Support & Action Planning: Support audits by supplying supporting documents and reports for samples and walking auditors through processes. Develop and implement corrective actions plans to address any audit findings.

Suppliers / Vendors Management: ·

• External Vendor Management & Contract Support: Create, maintain, and disseminate a list of Authorized Vendors using CIFOR-ICRAF’s selection and pre-qualification processes. Perform due diligence checks (e.g., supplier references, site visits, historical data, anti-terrorism compliance in liaison with Legal) for Authorized Vendors and contractors. Manage the contracting process, prepare requests for proposals, and conduct regular market surveys in key procurement categories to ensure the organization is receiving value for money.
• Defines detailed quantitative and qualitative information required for supplier screening and selection.  
• Play a crucial role in developing and maintaining good relationships with our vendors and distributors.
• Ensure all suppliers/service providers Information, history, and performance are filed and kept confidentially in all offices.
• Work closely with suppliers and internal personnel to resolve delivery issues.
• Participate in supplier meetings to review performance levels and identify required actions.  
• Ensure issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received and demurrage are resolved.
• Sign off return to Vendor forms for unacceptable and/or damaged goods received.

 Disposals:

• Develop and coordinate the preparation of disposal plans and their implementation.
• Manage disposal process for assets, including ensuring donor approvals are in place before the disposal.

Procurement Planning and Execution:

•  Help users in preparing scope of work and specifications of goods and services that leads into a more strategic and well-planned procurement activities across the organization.  ·        Assess and clarify requirements and specifications with client. Lead cross-functional teams through the development and execution of appropriate RFx as provided within CIFOR-ICRAF procurement policy and develop, execute, and analyze results.
• Develop best-in-class templates and processes for RFx
•  Prepare bid documents and specifications, identify evaluation factors and scoring methods for analyzing responses, manage discrepancies in responses against requirements and specifications, develop bid analysis and supplier pricing analysis and responses.
• Define types of agreements used by procurement & provide guidance on diverse approaches.
• Review procurement documents for process and value compliance before any procurement is approved.
• Reviews and Finalizes purchase orders and contracts for approval in line with signature authority.
• Manage all the tender process from specification development to service delivery by ensuring appropriate lead-time for all procurement are met and full documentation of the tenders well captured as stipulated in the procurement guidelines.  
• Use appropriate contract templates and provisions with reviews by legal as required, incorporate user needs and support with minor changes and issues, ensure clients are not exposed and seeks appropriate specialist advice.  
• Propose members and formation of various tender committees (TETs) and recommend for their approval as per the procurement policy
• Providing secretariat to committees (TETs) where necessary incidental to procurement of goods and services.

Negotiations:

•  Lead negotiations and developing options to reach successful outcomes that maximally support organizational objectives and strategies.
•  Identify key negotiation principles and prepares supporting industry, supplier and cost data for supplier negotiations. Conducts negotiations with suppliers to achieve results that support CIFOR-ICRAF objectives.

Country Offices Procurement Support: ·

• Serving as the primary point of contact for the procurement function, work with country offices to ensure procurement and logistics effectiveness and delivery of goods and services in a timely fashion as in line with the operating policies and procedures.

Logistics & Inventory Management: ·

• Ensure all in and the outbound logistics process is carried out efficiently. This includes liaising with clearing agents and prepare the necessary documentation to obtain customs clearance and VAT exemption on imports where applicable.
• Ensure proper planning of inventory received through procurement in the stores with all stock items optimally stocked and properly monitored to avoid stock-outs or overstocking.

Procurement Capacity Building: ·

•  Organize procurement training and policy sensitization sessions for all staff and new tender committees’ members (Tender Evaluation Teams (TET)).
• Ensure procurement and logistics staff training and capacity building plans are developed as per the performance Management guidelines.

Record keeping and reporting.: ·

• Ensures safe custody of the Purchase Orders, Quotations, Correspondence, and any other accountable documents.
•  Prepare all required procurement reports with a focus on the following Metrix: spend analysis, procurement projects, supply risks, value creation efforts, internal and external collaborations, vendor performance reviews, process improvement initiatives.
•  In addition, the role holder is expected to prepare quarterly reports of all procurements as requested or required. .

Education, knowledge and experience

•  Bachelor’s degree in procurement and logistics or supply chain management or any other business-related degree with a Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
•  Membership to a reputable professional body; KISM, CIPS.
•  Minimum Seven (7) years progressive experience in procurement and logistics.
•  Knowledge of Procurement, logistics and related fields.
•  Working Knowledge of ERP systems and related software.