Business Support Officer I (Procurement Officer) at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

The overall purpose of this position is to oversee the acquisition of goods, services, or works that the Centre requires to fulfill its operational needs.

Specific Duties and Responsibilities

•  Obtain quotations for local purchases from the various icipe registered vendors.
•  Conduct supplier evaluation and preparation of bid analysis of all items in the above categories of goods and services, for Total Cost of Ownership (TCO).
•  Follow up with suppliers on any partially delivered goods to ensure timely delivery and purchase order matching and closure.
•  Receive invoices from User Units for various contracted services, process and post the SRN online as per icipe’s Enterprise Resource Planning (ERP) requirements. Forward original documents to Finance for record keeping.
•  Receive and inspect all goods and issue them to the respective users immediately upon delivery by the suppliers, ensuring proper certification and documentation of GRN as per the icipe’s Procurement Policy.
•  Submit status reports to the Procurement Manager for all goods received within 24 hours (for icipe Duduville Campus supplies) and one to two weeks (for icipe Thomas Odhiambo Campus (ITOC) supplies – in consultation with the Station Manager).
•  Submit monthly status reports to the Procurement Manager for review and action.
•  Ensure processed and posted GRNs/SRNs are accurately and adequately captured in the Enterprise Resource Planning (ERP) system.
•  Ensure all original invoices received are recorded in the relevant register and forwarded to the Creditor Accountant on time, for payment processing and record keeping.
•  Keep a record of issues on delayed orders, partial deliveries, etc., for ease of monitoring vendor performance.
•  Provide additional assistance when called upon to do so.

Requirements/Qualifications

•  Bachelor’s Degree in Purchasing and Supplies Management or related field.
•  At least 2 years of experience in a comparable position.
•  Basic Computer Skills including Microsoft Excel, PowerPoint, MS Office, or other database management Training from a recognised institution.
•  Computer proficiency (Email, Internet, Word, Excel, Access, or other database management).
•  Basic skills in supplier relationship management.
•  Good written and oral communication skills.

Other Desirable Attributes

•  Honesty and a high level of integrity.
•  Ability to take initiative and responsibility.
•  With the approval of the supervisor, will be responsible for making decisions for the job functions.
•  Supervise activities that are mostly routine in the functional area.
•  Ensure all assigned responsibilities are undertaken effectively and efficiently to ensure value for money for icipe.

Reporting

• This position reports to the Procurement Manager.