Business Service Manager at International Maize and Wheat Improvement Center (CIMMYT)

Key Responsibilities and Activities:

Procurement and Logistics Management

• Provide oversight of end-to-end procurement of goods, services, and works, ensuring timely, cost-effective, transparent, and compliant processes.
• Ensure procurement activities comply with CIMMYT policies, the ERP system, applicable Kenyan laws, donor requirements, and recognized good practices.
• Review and provide oversight of Procurement Requests to ensure completeness, appropriate specifications, approvals, and supporting documentation.
• Work with Buyers and Program teams to strengthen procurement planning and improve the quality and timeliness of procurement requests.
• Coordinate vendor sourcing, evaluation, due diligence, onboarding, and maintenance of the vendor registry.
• Ensure vendor selection processes are transparent, competitive, and compliant with applicable policies and procedures.
• Monitor procurement transactions and proactively identify and address risks or delays that could affect program delivery.
• Monitor delivery of goods and services against approved specifications, timelines, and requirements.
• Coordinate with Finance to support timely payment of procurement transactions by ensuring complete documentation is submitted.
• Support customs clearance, shipping, and related processes for international orders in accordance with applicable Kenyan regulations.
• Provide accurate procurement reports and supporting documentation for management reviews, audits, and other institutional requirements.
• Conduct periodic staff awareness and refresher sessions on procurement policies, procedures, and system requirements.

Fleet and Travel Management

• Oversee management of CIMMYT's institutional vehicle fleet across Kenya, including vehicle allocation, scheduling, maintenance, insurance, roadworthiness, fuel management, and safe use.
• Provide management oversight and control of fleet records, ensuring accuracy and completeness of vehicle documentation, assignments, maintenance and service histories, fuel consumption, and driver records.
• Monitor fleet utilization, operating costs, and compliance with established controls, and identify opportunities to improve efficiency, cost effectiveness, and value for money.
• Ensure fleet operations comply with CIMMYT policies, applicable regulations, and established safety standards.
• Provide oversight of institutional travel arrangements, including ground transportation, inter-station travel, and support for visitors and mission travel, ensuring appropriate controls, coordination, and adherence to applicable policies and procedures.
• Ensure travel arrangements and processes comply with applicable CIMMYT policies, authorization requirements, and safety protocols, particularly for field and remote-location travel.

 Inventory, Warehouse, and Field Operations

• Oversee inventory and warehouse management across CIMMYT's Kenya locations and research stations.
• Maintain strong controls over operationally critical inventory, including agrochemicals, fertilizers, fuel, consumables, harvested produce, and other materials.
• Ensure warehouses are appropriately organized, with clear zoning, storage standards, stock movement controls, and regular physical verification.
• Maintain accurate inventory records and ensure traceability through appropriate documentation, batch tracking, reconciliations, and stock controls.
• Coordinate inter-station inventory movements and ensure that all transfers are properly documented and reconciled.
• Support the implementation and effective use of Microsoft Dynamics 365 (D365) inventory and warehouse functionality.
• Work with relevant teams to strengthen inventory controls, reduce losses, and improve visibility of stock across locations.

Governance, Compliance, Internal Controls and Risk Management

• Ensure day-to-day business services operations comply with CIMMYT policies, procedures, internal controls, and applicable regulatory requirements.
• Strengthen governance through effective documentation, segregation of duties, approval controls, and operational traceability.
• Ensure appropriate controls are in place for the storage and handling of agrochemicals and other operational materials, including compliance with occupational health and safety requirements.
• Identify and promptly escalate significant operational, compliance, and control risks to the Regional Business Service Manager – Africa and relevant country leadership.
• Support audit processes and ensure timely provision of accurate and verifiable documentation and responses.
• Monitor operational risks associated with seasonal activities, field operations, supply availability, transportation, and storage.
• Coordinate appropriate mitigation measures with country teams and escalate significant risks through the appropriate management channels.
• Contribute to business continuity, contingency planning, and preparedness across CIMMYT Kenya locations.

Team Leadership and Stakeholder Management

• Supervise, support, and develop Business Services staff and other operational personnel within the country, as applicable.
• Provide guidance and support to Program and operational teams on business services processes and requirements.
• Build capability through coaching, mentoring, knowledge sharing, and targeted training.
• Foster a culture of accountability, service excellence, operational discipline, and continuous improvement.
• Build effective working relationships across Finance, Legal, IT, HR, Programs, Research, and other stakeholders.
• Represent Business Services professionally and constructively, balancing service delivery with appropriate controls and institutional requirements.

Other Responsibilities

• Identify and mitigate potential risks within your work area.
• Take reasonable care of your own occupational health and safety and that of others, as required by CIFOR-ICRAF’s Occupational Health and Safety Policy, and cooperate with CIFOR-ICRAF in complying with relevant occupational health and safety legislation in the country.
• Participate in planning meetings and conflict resolution sessions for project-specific activities managed by your section, as required.

Requirements

• Bachelor’s degree in business administration, Supply Chain Management, Logistics, Operations Management, or related discipline. A master's degree is an added advantage.
• At least 7 years of progressively responsible experience in business services, operations, supply chain, procurement, logistics, fleet, warehouse management, or a related field.
• Demonstrated experience managing operations across multiple locations, preferably in an agricultural research, development, international organization, NGO, or similar environment.
• Strong practical knowledge of procurement, logistics, fleet, inventory and warehouse management, and operational controls.
• Experience working with ERP systems. Experience with Microsoft Dynamics 365 (D365) is an advantage.
• Demonstrated understanding of internal controls, compliance, risk management, and operational governance.
• Experience working in a multi-stakeholder and matrix environment, with the ability to coordinate effectively across functions and levels of an organization.
• Knowledge of Kenyan regulatory and operational requirements relevant to procurement, logistics, fleet, and related business services is desirable.
• Strong analytical, problem-solving, organizational, and decision-making skills.
• Excellent communication and stakeholder management skills, with the ability to influence and collaborate effectively across functions.
• Excellent written and spoken English.