Officer – Procurement and Logistics Full Time

About IRRI

The International Rice Research Institute (IRRI) is the world’s premier research organization dedicated to reducing poverty and hunger through rice science; improving the health and welfare of rice farmers and consumers; and protecting the rice-growing environment for future generations. IRRI is an independent, nonprofit, research and educational institute, founded in 1960 by the Ford and Rockefeller foundations with support from the Philippine government. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa, and over 1,000 staff.

Working with in-country partners, IRRI develops advanced rice varieties that yield more grain and better withstand pests and disease as well as flooding, drought, and other harmful effects of climate change.

Job Purpose

We are currently looking for an Officer to efficiently and effectively manage and coordinate all aspects of procurement and logistics for the country office to ensure that all IRRI Units have the goods and services needed, when they need them, to best assist those we serve. Ensure the procurement of all local and foreign material requirements of IRRI Burundi. Administer Letters of Agreements and other partnership agreements with various suppliers and monitor implementation.

This position will be based at the IRRI Burundi office in Bujumbura and may only be filled by permanent citizens of Burundi.

Roles and Responsibilities

• Consult with Regional Corporate Service Manager, Country Representative and projects leads to identify the main types of goods and services that will be needed in near term, and use this to conduct regular market assessments of best sources and prices
• Ensure that all procurement is done efficiently according to IRRI and CGIAR Policies
• Review all Purchase Requisitions and verify price target that all specifications and requirements are clear and that all corresponding authorizations have been obtained
• Ensures that all Requests for Quotations clearly present all specifications and requirements
• Receive and review all bids and quotations in accordance with price target and specs, and prepare Bid Analysis sheet
• Organize Bid Review Committees if needed, and ensure they follow all procurement guidelines as stipulated in the IRRI Procurement Manual
• Ensure the Bid Review Committees analyzes all bids in a competitive manner and carefully considering all costs and benefits including those not presented on bids explicitly
• Make the selection of the best supplier with regard to price, quality and delivery; determine payment and delivery terms; prepare the Purchase Orders; and draw up contracts as needed
• Follow up with finance team to ensure timely payments as per contracts and purchase orders
• Ensure that all procurement is processed for all applicable exonerations as established in the Memorandum of Understanding or through Donor Agreements, and draft any exemption letters for VAT, duty and tax whenever necessary
• Provides support and training on procurement management to IRRI staff as found necessary by the Regional Corporate Service Manager
• Responsible for monitoring stocks levels and overseeing the movement of incoming and outgoing goods
• Supervises the fleet coordinator (fleet movement, vehicles repairs, accidents and insurance declarations, etc.)
• Ensure proper filling of all procurement documents for recordkeeping and auditing, and maintain orderly files on active orders and post activities such as change notices, scheduling changes and partial shipments
• Track the status of each procurement request and update management and requestors
• Maintain an Approved Supplier List with updated information on pricing by goods and services and performance ranking based on recent post-delivery evaluations
• Ensure vigilance against fraudulent activities in all procurement processes
• Ensure proper management of stocks and maintain orderly files on active stocks items
• Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery
• Procurement documents raised and completed in a timely manner and to satisfactory level
• Procurement monitoring tools are regularly updated
• Stocks and assets inventories are conducted twice a year

Qualifications

• University Degree in supply and purchasing management or related field such as logistics or administration
• Minimum of 3 years professional experience in Procurement and logistics; contract/partnership administration/related area.

Skills Required

Mandatory

• Good negotiation skills and experience
• Good interpersonal skills and experience dealing with clients
• Scrupulously honest and always foster an atmosphere of trust and integrity
• Well acquainted with sourcing foreign and local vendors
• Strong computer skills
• Good English and French skills

Preferred

• Knowledge of CGIAR financial and procurement guidelines
• Driving license
• Kirundi and Swahili language