Monday, April 11, 2011

Procurement and Logistics Officer

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

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
- Demonstrate high level of integrity
- Strong attention to detail and maintaining a timely and efficient work
- A strong service orientation
- Commitment to CIAT's mission and core values


- 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
- 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:

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

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