Procurement and Logistics Officer - World Agroforestry Centre

About our organization

Supported by the Consultative Group on International Agricultural Research (CGIAR), CIAT-TSBF is a non-profit organization that conducts socially and environmentally progressive research aimed at reducing hunger and poverty and preserving natural resources in developing countries.

The Tropical Soil Biology and Fertility Institute of CIAT-TSBF operates as an integral part of the CIAT-TSBF research program and is hosted by the World Agroforestry Centre (ICRAF) in Nairobi, Kenya.

The goal of CIAT-TSBF is to contribute to human welfare and environmental conservation in the tropics by developing adoptable and suitable soil management practices that integrate the biological, chemical and socioeconomic processes that regulate soil fertility and optimize the use of organic and inorganic resources.

About the position

The Procurement and Logistics Officer has the primary responsibility to ensure the acquisition, supply/delivery, storage and disposal of goods and services, and logistics operations at optimum cost-effective levels and at the same time in an expeditious and efficient manner.

The Procurement and Logistics Officer works very closely with the C1AT HQ procurement office in ensuring that set policies and procedures are adhered to and with the finance office in ensuring availability of funds to execute activities.

The position is based in Nairobi and reports to the Head of Corporate Services for Africa.

Duties and Responsibilities

• To provide guidance and advice to staff on policy issues related to procurement, logistics and contract issues
• To implement internal controls and procedures designed to ensure strict compliance with the CIAT procurement manual for Africa and in conformity with donor guidelines and requirements
• Ensure that each CIAT office in Africa has an up to date vendor listing for the supply of goods and services and constantly research to broaden and ensure a vendor base which is not only reliable but of high quality and competitively priced
• To analyze and evaluate information regarding vendor's performance with regard to quality, prices, delivery and procurement performance in respect of CIAT requirements.
• To develop a procurement plan in collaboration with the different project leaders, project administrators and unit heads
• Seek bi-annual approval from the Senior Management Team for current vendor listing
• Organize and prioritize purchases according to the nature of the request (Urgent, small items, international purchases, services etc) and assign appropriately for action
• Follow-up on all outstanding orders, advice consignee of impending deliveries and liaise with the Finance Unit to ensure all outstanding orders are included as commitments in respective budgets
• Ensure that all goods ordered and received from overseas have adequate documentation (airway bills, bill of lading, commercial invoice, insurance certificates and any other relevant documents)
• Ensure material handling procedures and permits are in place to enable transportation of agricultural inputs and chemicals across the CIAT offices in Africa and Latin America
• To initiates and handle all insurance claims against the carrier or otherwise for purchases damaged or lost, and the processing of all related documents until final settlement.
• To manage the assets disposal process ensuring that all duties due to the Government are paid before disposal.
• Ensure all CIAT assets are placed on the standard CIAT inventory template and disseminate inventory of items awaiting shipment to sub-regional offices within Africa
• To prepare logistics and support plans, budget requirements for existing, planned or new operations
• To manage logistics operations, including, vehicles, material and personnel and ensure efficient and timely delivery of items to the field
• To prepare weekly and monthly procurement, personnel, vehicle and material movements and other operational logistic issues status reports for submission to Head of Corporate Services for Africa
• Any other duties as may be assigned by the Head of Corporate Services for Africa

Criteria for Success

• Must be able to work independently with little supervision, but also lead and participate as a team member in accomplishment of duties.
• Possess excellent interpersonal and communication skills and good judgement
• Demonstrate high level of integrity
• Strong attention to detail and maintaining a timely and efficient work flow
• A strong service orientation
• Commitment to CIAT's mission and core values

Requirements

• Degree in a relevant subject with proven procurement and logistics skills or equivalent work experience
• At least (5) years of relevant work experience in a busy procurement and logistics department, preferably an international organization
• Understanding of various donors requirements preferably with experience of Bill & Melinda Gates Foundation funded projects, USAID and World Bank
• Excellent written and oral communication skills
• Ability to work under pressure
• Ability with figures and experience with budgets and expenditure reports
• High level of computer skills, including excellent knowledge of Microsoft Office applications and ERP systems

Terms of offer

ICRAF/CIAT-TSBF is an equal opportunity employer and offers a collegia! and gender-sensitive working environment.

The position is on local terms and will be for an initial period of two (2) years, renewable subject to six (6) months probation period, assessment of performance, and availability of resources.

Applicants are invited to send a cover letter illustrating their suitability for the above position against the listed qualifications, competencies, skills together with a detailed curriculum vitae, including names and addresses of three referees.

All correspondence should be addressed to the

Human Resources Unit,
World Agroforestry Centre (ICRAF),
P.O. Box 30677-00100,
Nairobi, Kenya

OR via email: icrafhru@cgiar.org.

Applications will be considered until 22nd April 2011 and should indicate "Application for Procurement and Logistics Officer- CIAT-TSBF" on their application letters and email submissions.

Only short-listed applicants meeting the above requirements will be contacted.

We invite you to learn more about us at:
http://www.ciat.cgiar.org
http://www.ciat.cgiar.org/tsbfjnstitute/index.htm
http://www.worldagroforestry.org