Procurement Specialist

3 days ago

مصر, Egypt ICARDA Full time

Main purpose of position
The position is responsible for ensuring that procurement of goods, services and works undertaken by ICARDA for Egypt, Jordan, and Lebanon in addition to Global agreements is conducted professionally, providing quality services to requesters while achieving best value for money. The position must ensure that procurement operations comply with ICARDA procurement strategies, policies, including ethical standards, local laws, and donor regulations. Responsibilities related to logistics include import and clearance.
About ICARDA
All CGIAR Centers are currently engaged into a reform process (“One CGIAR’”) that will help ICARDA and CGIAR achieve better impact through more strategically integrated research, unified governance, an integrated structure and new research modalities across participating Research Centers. This transformation is supported by CGIAR donors who have committed to increased funding because of these reforms.
Main responsibilities

**Ensure quality service delivery**:

- In coordination with stakeholders, proactively ensure that good procurement planning processes are in place and are being followed,
- Produce and update the procurement plan as needed,
- Prioritize the work to ensure timely and compliant services to requesters,
- Organize the procurement day to day operations in Egypt, Jordan & Lebanon: sourcing of suppliers, bidding, selection, receipt, follow up payment) and problem solve as needed,
- Develop appropriate bidding documents and ensure that best value and compliance with applicable laws and regulations are achieved,
- Ensure timely delivery of contracted goods and services,
- Ensure that contracts for works are developed and managed in accordance with organizational standards and coordinate or help coordinate technical committees accordingly,
- Problem solve as needed, always combining the need to provide timely and good services to the requester with the need for value for money and compliance with ICARDA and donor policies,
- Ensure that effective communication with requesters, including status reports, is in place,
- Ensure that requesters and members of Procurement Committees are aware of the procurement processes and procedures to follow,
- Work with the Procurement Manager to ensure that the level of client satisfaction is regularly measured and analysed,
- Improve processes locally and use technology to support effective and efficient procurement operations,
- Ensure procurement records and documents, including commercial contracts, are maintained, and documented from origination through completion,
- Make recommendations for improvements to policies and procedures to improve the performance of procurement processes at ICARDA; ensure full compliance within the procurement team and facilitate compliance from requesters,
- Represent the procurement function at the designated locations,
- Replace the Procurement Manager whilst on leave,
- Participate in the development and monitoring of the workplan of the Procurement function as a whole.

Supplier Management
- Stay current on changes that may affect the supply and proactively anticipate the demand of required products and services and advise stakeholders accordingly,
- Seek and vet new suppliers as needed,
- Ensure that the performance of suppliers is regularly reviewed,
- Conduct supplier risk assessment and regularly review their performance and compliance with ethical norms and international standards and regulations,
- Ensure the supplier database is always up to date.

Administer procurement contracts
- Ensure that contracts and service agreements are negotiated in line with organizational requirements and norms,
- Collaborate closely with Finance to ensure timely payment of supplier invoices,
- Ensure procurement records and documents, including commercial contracts, are maintained, and documented from origination through completion,
- Ensure stakeholders are aware of procurement procedures,
- Liaise and problem solve with suppliers and other parties involved in procurement (e.g. technical advisors, local legal advisor)
- Coordinate closely with Procurement Manager and share information, challenges, issues, or lessons learned as needed, make recommendations for improvements to policies and procedures to improve the performance of procurement and logistics processes at ICARDA,

Other responsibilities
- Coach, supervise, plan, and evaluate the Procurement Assistant’s performance. Ensure that s/he has an up-to-date job description, is given clear priorities and tasks and is equipped to handle all necessary tasks effectively and efficiently.
- Take on other responsibilities or tasks in coordination with the supervisor.
- Be a proactive member of the Corporate Services Unit.

**Requirements**:
Education, qualifications, and experience
- A Bachelors’ degree in Logistics, Supply Chain, Commerce, Business Administration, or other relevant university degree.
- 8-10 years

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