Procurement Officer at International Livestock Research Institute (ILRI)

Key Responsibilities

Sourcing

• Analyzing procurement requirements and selecting the most appropriate methods based on interpretation and assessment of established policies, practices, and experience.
• Proactively coordinate the tendering process, ensuring that the process follows best practice and ILRI’ tender policies.
• Preparation of contractual documents (purchase order and service contracts.
• Support in the Supplier Evaluations and Bid Analysis for local orders items for ToC (Total Cost of Ownership);
• Carry out a price survey; maintain a price list for commonly used items and a list of prequalified vendors;
• Supplier sourcing for the requested purchases as per Purchase Requisition Terms of References (TOR) for the relevant level (value) and category of items required as per ILRI procurement procedures.
• Ensure there is transparency and integrity in all procurements processes.
• Track issued orders all the way to delivery and payment and ensure both internal/external customers are well updated of the progress,

 Procurement Administration and relationships

• Ensuring ILRI supply chain procedures are adhered to while purchasing goods/ services required by ILRI’s programs/projects.
• maintaining Supply Chain relationships and customer focused relationships with research customers/scientists.
• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order.
• To coordinate with the Supply Chain Manager on procurement planning and budgeting ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order.
• To track in-coming shipments of ordered goods, review completeness and accuracy of shipping, and confirm timely arrival of the right quantity and quality of delivered consignments.
• To ensure the turnaround time for purchase requisitions is as per the shared Supply Chain service charter and in conformity with customer needs.
• Maintain up to date records for all procured goods and services, including approved budgets and supporting documentation: purchase requisitions, quotations, bid evaluations, purchase orders, and related documents.
• Preparation and sharing of procurement dashboard reports/weekly status reports.
• Assist in communicating changes in the supply chain policies to both Internal and external customers and responding to audit queries on time.

Contract management and supplier management

• Liaise with the ILRI legal team to ensure compliance with all applicable laws and policies in the preparation of Service Contracts and Service Level Agreement (SLAs).
• Drafting of framework agreements and other related agreements for preferred suppliers.
• Ensuring that periodic (semi-annually) performance evaluation for service contracts is done as per the service level agreements.
• Participate in preparing prequalification documents and performance appraisal for prequalified suppliers.
• Coordinate vendor performance management review using the approved institutional tools and participate in decision making based on the evaluation.

Requirements

• Bachelors’ degree in Purchasing & Supply Chain Management or any other relevant degree from a recognized University, Degree in any Laboratory discipline would be an added advantage.
• At least 6 years working experience in a busy procurement environment, experience from a research organization would be an added advantage.
• Professional qualifications in Purchasing and Supply Chain Management.
• Computer proficiency (Email, Internet, Word, Excel, Access or other data-base management, knowledge of automated Supply Chain Software’s would be an added advantage);
• Membership with recognized professional bodies like CIPS and KISM.

Closing: 2 December,2022