Addis Ababa,
The International Livestock Research Institute (ILRI)
Procurement OfficerSupply ChainAddis Ababa, EthiopiaREF: PO/12/18The Position: The International Livestock Research Institute (ILRI) seeks to recruit a Procurement Officer who will be a member of the Supply Chain team in Addis Ababa, Ethiopia.General: The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 research centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, Vietnam) and East Asia (China). www.ilri.org.Job Purpose: The Procurement Officer will support ILRI’s critical factor (Fit for Purpose) via purchasing cost effective and timely goods/services used by ILRI in order to achieve its overall mandate of ensuring food sustainability via livestock.Key Duties & responsibilities:
Proactively coordinate the tendering process by compiling a bidding document for both goods and services, ensuring that the process follows best practice and ILRI’ tender policies;Manage the service procurement and administer the contract tracking sheet periodicallyOrganize and lead service level agreement reviews with the service provider, document the meeting minute and follow up on action pointsSupport in the bids Evaluations/ analysis for all purchases(goods/services);Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices;Ensure ILRI supply chain procedures are adhered to while purchasing goods/ services required by ILRI;Coordinate the procurement of the overseas purchased goods/services;Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;Work with the procurement committee as per ILRI Supply Chain Policy to source for suppliers who are not in the prequalification list;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;Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;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;Assist in communicating changes in the supply chain policies to both Internal and external customers and responding to audit queries on time;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) and service contracts;Coordinate vendor performance management review using the approvedinstitutional tools and participate in decision making based on the evaluation;Assist in the drafting framework agreements and other related agreements for preferred suppliers;Participate in preparing prequalification documents and appraising prequalified suppliers;Will be providing weekly and monthly status report
Perform any other duty assigned by the supply chain manager as required. Academic and professional qualifications:Education: Bachelors’ degree in Purchasing and Supply Chain Management or any other relevant degree from a recognized university.Experience: At least five years working experience in a busy procurement environment. Relevant experience tendering processes and contract management will be an added advantage.Training:
Short term training in customs rules and proceduresContract management
Knowledge, Skills and Personal qualities required
Good knowledge of supply sourcesAbility to negotiate prices to the advantages of the InstituteRigorous approach to dutiesGood knowledge of government customs regulationsLicensed to drive medium and light vehiclesGood organizational skillsAbility to plan and co-ordinate routine operationsComputer proficiency (Email, Internet, Word, Excel, Access or other database management, knowledge of automated Supply Chain software’s would be an added advantage)Ability to maintain accurate records and other documentationSound judgment and initiative skillsExcellent communication skills in EnglishAbility to cope with pressureHigh level of integrity, honest arid confidentiality
Duty Station: Addis AbabaGrade: 2DMinimum Base Salary: Birr 21,825 (Negotiable depending on experience, skill and salary history of the candidate)Terms of appointment: This is a Nationally Recruited Staff (NRS) position, initial appointment is for three years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc. The ILRI campus is set in a secure, attractive campus with dining and sports facilities.