Procurement Assistant at IITA – International Institute of Tropical Agriculture
Apply for the position of Procurement Assistant at International Institute of Tropical Agriculture (IITA)!
The International Institute of Tropical Agriculture (IITA) is one of the world’s leading research partners in finding solutions for hunger, malnutrition, and poverty. Our award-winning research for development (R4D) addresses the development needs of tropical countries.
Procurement Assistant:
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Job Details:
- Maintain accurate and precise records, ensure activity tracking, and demonstrate methodology.
- Work cross-functionally with IITA colleagues to ensure requirements for all areas are met effectively and on time.
- Assist in developing and maintaining documented standards for procurement governance and processes, resulting in value for money and outcomes and minimizing procurement risk.
- Ensure on-time delivery, challenge non-compliance in areas of responsibility, monitor and update purchase order progress reports
- Monitor and track daily/weekly supplier deliveries by liaising with the Shipping Office, IITA Limited staff, and the Receiving section of the Stores.
- Develop and maintain a reporting system that measures the contribution of the procurement processes.
- Promote excellent customer service, identify, review, and implement strategies to improve service, quality, and efficiency.
- Maintain strong team relationships among colleagues and community groups, both formal and informal, across all levels.
- Assist in reviewing tender documents for compliance with stipulated standards.
- Manage contracts assigned to vendors/contractors to ensure compliance with specifications, service, quality, and delivery standards.
- Work in line with SOP 16 and CGIAR No 6 and mapping out tracking strategy or methods by hierarchy or position, value, criticality, and importance.
- Facilitate expenditure reviews to identify opportunities to add value through improved procurement techniques.
- Ensure the security of the department property and assets and maintain a commitment to the care of all property and assets.
- Ensure active involvement in the procurement of cloud storage system.
- Attend to vendors/visitors, moving procurement payment memos to FD for payment process, issuing POs to vendors, and providing customer service to all categories of internal and external customers.
- Assist the Support office in organizing work schedules, meetings, seminars, and workshop
- Assist in raising of Requisition (internal & RFP).
- Perform any other job-related duties as may be assigned by the Supervisor.
Job Requirements
- National Diploma in Procurement and Supply Chain Management, Business Administration or related field with a minimum of two (2) years’ experience performing similar role in a well-structured environment.
- Experience in agricultural-related domain is an added advantage.
Competencies:
The ideal candidate must:
- Have strong negotiation and time management skills, creative thinking and risk management skills.
- Have understanding of the supply market intelligence, familiarity with technology and system for procurement.
- Have the ability to collaborate effectively and perform metric analysis.
Finance Manager
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Job Details:
- Prepare monthly reports across all Regional Hub Program Cost Centers for effective and efficient internal financial management.
- Advise and communicate with the Regional Hub project team on project financial status, availability of funds for project activities, and other financial and compliance-related matters.
- Liaise continuously with the Headquarters Finance team to ensure the highest level of compliance with IITA policies, regulations, and procedures.
- Ensure strict compliance with specific project rules, regulations & contract terms.
- Maintain financial reporting and tracking systems providing data measurements on the financial performance of project activities and expenditures against overall objectives
- Develop and prepare for donors and IITA Finance, timely monthly, quarterly, and annual financial reporting and accurate financial projections throughout the fiscal year. Develop, analyze and monitor program budgets’ spending.
- Handle all consolidated expenditure justification reports and retrieve all backup support documents for IITA internal i.e. Project Development & Administration Unit and Donor reporting.
- Prepare and review relevant partnership agreements, ensuring all mapping/categorization of respective expenses are in line with Donor Report requirements and project workplans
- Support annual budget development processes and provide financial assistance to teams developing new funding proposals.
- Continuously review all financial transactions and resolve issues arising.
- Monitor and report on actual spending, including compliance with instituted controls and donor requirements/compliance.
- Prepare monthly Bank Reconciliation handing all imprest reports, including attendant controls.
- Verify all partners’ expenses based on the support documents submitted with the financial reports on various Regional Soil Health Hub partners and IITA staff.
- Review all staff cost-related payments charged to the Regional Soil Health Hub Cost Centers for propriety and correctness.
- Monitor risk management factors to ensure financial sustainability of the Regional Hub.
- Process all Regional Hub staff travel advances, claims and reimbursements.
- Handle Fixed Asset register, including tagging and reconciliation.
- Perform any other finance-related tasks as may be assigned by the Supervisor.
Job Requirement:
Qualifications:
- Master`s Degree in Finance, Accounting or any related field with a minimum of six (6) years’ experience performing similar role in a well-structured environment, possession of ACA/ACCA would be an added advantage.
- Experience in WorldBank operations would be a plus.
Competencies:
The ideal candidate must:
- Have strong analytical mind, with hands-on experience in any major ERP/ computer application e.g. Oracle application.
- Agile self-learner who is not afraid to ask questions to clarify tasks and reduce/avoid predictable inefficiencies at execution stage.
- Have excellent MS Office competence.
- Strong service and support mindset, and an excellent eye for details in numbers and narrative.
- Have a very pleasant personality, good team player, honest and good command of both written and oral English.
- Ability to work efficiently and effectively under pressure of tight deadlines.
- A proactive problem solver with the ability to adapt to changing project needs and priorities.
- Some understanding of written French would be an advantage.
How to Apply
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