Procurement Officer

1. Supplier Selection:

Defines detailed quantitative and qualitative information required for supplier screening and selection.

Regularly review and manage the prequalification of vendors in all noncontracted categories and ensure the process delivers the most competitive and compliant vendors as per the procurement guidelines.

2. Requests for Procurement (RFP) Execution and Sourcing process management:

Review and Analyze RFPs received from the various departments and units.

Determines the appropriate type of procurement method to use based on CIFORICRAF policies.

Submits Requests for Quotation (RFQs) to the prequalified suppliers.

Review and Analyze quotations received from the suppliers and recommend the supplier to source the goods or services from.

Prepares bid documents and specifications identifies evaluation factors and scoring methods for analyzing responses.

Manages discrepancies in bid responses against requirements and specifications.

Develops bid analysis and supplier pricing analysis and responses and recommends the supplier to source the goods or services from.

Uses knowledge of endtoend supply chain management to identify and optimize purchasing opportunities.

Prioritizes purchasing requests and obtains additional information/documentation as required.

Provides assistance where required in preparing scope of work and specifications of goods and services.

Proposes product substitutions consistent with requirements to achieve cost savings.

Coordinate procurement planning and review scope of work and specifications of goods and services for strategic and wellplanned procurement activities across the organization advising requisitioning units and recipient entities on the full range of procurement issues providing support and guidance at all stage of the procurement cycle.

3. Procurement/Tender Committees:

Coordinate the activities of the appointed procurement/tender committees within your allocated Units and Themes; this includes scheduling of the procurement/tender committee meetings etc.

Secretary to the procurement/tender committee.

Drafting of the procurement/tender committee report.

Coordinate the review finalization and endorsement of the report by all the members of the procurement/tender committee.

Coordinate the submission and approval of the procurement/tender committee report as per the CIFORICRAF Authorization Matrix.

4. Negotiations.

Identifies key negotiation principles and prepares supporting industry supplier and cost data for supplier negotiations.

Conducts negotiations with suppliers to achieve results that support CIFOR and ICRAF s objectives.

Conducts negotiations with suppliers to ensure the value for money advantages that have been sought are achieved.

5. Preparation and dispatch of Purchase Orders (POs) and Contracts:

Ensure timely corrective actions on POs and Contracts that may have errors like budget check errors etc.

Finalizes and submits purchase orders and contracts for approval in line with CIFORICRAF Authorization Matrix.

6. Contract start up and management:

Uses appropriate contract templates and provisions with reviews by legal as required.

Incorporates user needs and support with minor changes and issues.

Ensures clients are not exposed and seeks appropriate specialist advice where necessary.

Maintains contracts which protect the organization s legal rights and interests.

7. Countries Procurement Support:

HQ contact point for country procurements that are above countries approval thresholds as per the CIFORICRAF Authorization Matrix.

Review and endorsement of tender reports from the countries for the procurements above the country s approval thresholds as per the CIFORICRAF Authorization Matrix.

Procurement trainer on CIFORICRAF policies procurement processes procedures and systems.

8. Other Duties:

a) Support inbound and outbound logistics:

Prepares PRO1Bs PRO1Cs form A s for motor vehicle importation form C s for motor vehicle registration.

Liaises internally with Protocol office and externally with the clearing agents to ensure that imports are cleared at the earliest without incurring additional costs to the Centre.

b) Supplier relationship management:

Works closely with suppliers and internal personnel to resolve delivery issues.

Conducts supplier meetings to review performance levels and identify required actions. Resolving issues/problems related to delivered goods including discrepancies between purchase orders and items/quantities shipped or received demurrage; prepares and signs return to Vendor forms for unacceptable and/or damaged goods received.

c) Assets Disposal:

Coordinate the disposal of obsolete and surplus materials/assets in line with the CIFORICRAF s Policies.

Maintains relevant internal databases and files; keeps track of any contractual agreements framework arrangements etc.

d) Record keeping and reporting:

Ensures safe custody of the Purchase Orders Quotations Correspondence and any other accountable documents.

Prepare all other required procurement reports e.g. Order and delivery analysis spend analysis (vendor category unit spend and any other matrix agreed upon) etc.

9. Team leadership:

Supervise direct staff directly reporting to you by managing their performance including setting goals and objectives coaching and delivering results.

Perform performance evaluation for the team both midyear and annually.

10. Internal Controls and Other Duties:

Ensure compliance with policies and safeguard of CIFORICRAF assets.

Identify and assess changes that could significantly impact the system of internal control in CIFORICRAF.

Evaluate and communicate internal control deficiencies in a timely manner to the supervisor.

Perform any other tasks assigned by the Assistant ManagerProcurement & Logistics.