Procurement & Logistics Coordinator

The International Center for Tropical Agriculture (CIAT) – a member of the CGIAR Consortium ( – develops technologies, innovative methods, and new knowledge that better enable farmers, especially smallholders, to make agriculture competitive and profitable as well as sustainable and resilient. CIAT conducts research for development in tropical regions of Latin America, Africa, and Asia (

The Position:

CIAT is seeking to recruit a Procurement and Logistics Coordinator to oversee the procurement and logistics functions for CIAT‐Africa. The position is also in charge of all protocol–related functions in Kenya, the management of Fixed Assets in Africa, and support for the ICT and Security functions.

Main duties and responsibilities include:

Procurement of goods and services:

  • Coordinate and manage the operations of the Procurement Committees in Kenya and the region, and the entire procurement process for local and International purchases ‐‐ includes procurement planning, short‐listing of vendors, solicitation and evaluation of bids, contract award, contract management, and management of relationships with suppliers and service consultants
  • Implement internal controls and procedures designed to ensure strict compliance with the CIAT procurement guidelines
  • 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
  • Analyze and evaluate information regarding vendor’s performance with regard to quality, prices, delivery and procurement performance in respect of CIAT requirements
  • Initiate 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

Logistics and Protocol:

  • Manage all aspects of vehicle acquisition and management, including purchase, registration, insurance, security, maintenance, usage monitoring and disposal
  • Liaise with Clearing and Forwarding Agent to ensure that imported goods are cleared in a timely manner; coordinating with, and providing direct support to Administrators in the CIAT Africa Region with overseas purchases, transportation and clearance of goods
  • Coordinate all aspects of in‐coming and out‐going personal effects of International staff, including shipment, clearance and guidance
  • Administer diplomatic privileges for both CIAT and eligible staff, including duty‐free purchases, duty‐free fuel, VAT exemption certificates, acquisition and registration of vehicles, staff work permits, visas, and diplomatic identity cards
  • Coordinate protocol and internal security matters with Diplomatic Police Unit – including security arrangements for high‐profile CIAT activities / visitors
  • Oversee general office Administrative matters – including office cleanliness, repainting, repairs & maintenance, orderly arrangement of stores, safe keeping and central management of office keys

Fixed Assets & ICT Support:

  • Ensure that all Fixed Assets are purchased as per procurement policy and properly created in the database both in Africa and at HQManage the tagging and assignment of Fixed assets, including re‐assignments due to staff/asset movement
  • Manage disposal of fixed assets, including donations, sales, etc., ensuring that disposal certificates and appropriate support documents are generated
  • Support CIAT HQ in ensuring a well‐coordinated ICT function in Africa, working in collaboration with ICT staff in Uganda and ICT Unit in Nairobi

The candidate shall have the following competencies, skills and experience:

  • Bachelors’ or Masters’ degree in a relevant subject with proven procurement and logistics skills and a professional qualification
  • At least five years (post‐Bachelors) or two years (post‐Masters) relevant work experience in a busy procurement and logistics department, preferably an international organization
  • Have a good grasp of donor requirements on Procurement principles and processes Understanding of various host government protocol requirementsExcellent written and oral communication skills
  • Ability with figures and experience with budgets and expenditure reports
  • High level of computer skills, including excellent knowledge of Microsoft Office applications and ERP systems

Terms of employment:

The position is nationally recruited and based at the CIAT Offices in Nairobi, Kenya. The contract will be for a two‐year period, subject to probation period of three (3) months, renewable depending on performance and availability of resources.

How to apply:

Applicants are invited to visit to submit their applications for this position.

Applications closing date: 28th August, 2015

Only short listed candidates will be contacted

Procurement & Logistics Coordinator