The International Water Management Institute (IWMI), a CGIAR Research Center is looking for an enthusiastic candidate to take on the role of Procurement Officer at our headquarters in Battaramulla, Sri Lanka.

The Procurement Officer is responsible for providing efficient, timely, and comprehensive procurement services for both HQ and regional offices. This includes managing all inward and outward shipments and ensuring the clearance of goods on a duty-free basis by liaising with relevant Government Ministries, Departments, and Authorities. The Procurement Officer will ensure full compliance with IWMI procurement policies, monitor procurement activities across all regional offices, and maintain the highest standards of impartiality, ethics, and customer orientation in supplier relations. Additionally, the incumbent will facilitate effective communication and information exchange with counterparts in other departments, supporting the overall mission and sustainability goals of IWMI.

DUTIES & RESPONSIBILITIES:

Procurement Operations Management,

• Deliver day-to-day procurement operations under the guidance of the Procurement Manager.
• Ensure all procurement activities comply with IWMI Procurement Policy.
• Conduct periodical reviews and recommend amendments to the Procurement Policy.
• Review all procurement activities within IWMI operations as required.

Ethical Standards,

• Maintain the highest professional, ethical, moral, and legal standards in all procurement activities.
• Declare any conflicts of interest in writing promptly.

Regulatory Liaison,

• Liaise with the Department of Inland Revenue for tax clearance and VAT exceptions.
• Monitor changes in regulations and ensure all paperwork is current.
• Manage customs clearance and registrations with the Sri Lanka Customs Department.

Procurement Activities,

• Obtain quotations from both local and foreign suppliers for purchases of goods and services.
• Track orders and follow-up on deliveries to ensure timely delivery.
• Maintain updated records of purchased products, delivery information, and invoices.
• Enhance and update the supplier database, ensuring details of products and services are current.
• Validate bank details of all suppliers to facilitate payments via bank transfers.
• Collaborate with the finance team on contracts, invoicing, and other financial matters.
• Track and evaluate vendor performance, focusing on pricing, contractual terms, and scope of services.
• Conduct due diligence on suppliers to ensure compliance with national and international standards.
• Conduct annual supplier feedback sessions to develop good working relationships.

Vendor Management,

• Create and maintain good relationships with vendors/suppliers.
• Support vendor management activities and integrate them into sustainability programs.

Support and Compliance,

• Monitor procurement activities of regional offices to ensure compliance with IWMI policies.
• Examine Purchase Requests for conformity and prepare Request for Quotation (RFQ) documents.
• Prepare and dispatch Purchase Orders, follow-up on deliveries, and maintain procurement records.
• Assist in preparing quotation requests, RFQ documents, and bid-tabulations from tenders.
• Draft appropriate service level agreements for regional office procurement activities.

Training and Development,

• Conduct procurement-related training sessions for IWMI staff.
• Act as coordinator for the IWMI Procurement Committee in the absence of the Procurement Manager.
• Assist in document preparation for Procurement Committee Meetings.

Sustainability Reporting & Initiatives,

• Collect and analyse data related to procurement-related scope 3 emissions.
• Lead sustainability projects and ensure procurement practices align with IWMI’s sustainability goals.

Reporting and Surveys,

• Produce annual management reports on procurement activities.
• Conduct yearly market surveys for fast-moving products and document the results.
• Maintain records of procurement committee submissions, purchases, pricing, shipments, and other important statistical data.

Logistics and Regulatory Compliance,

• Handle inward and outward shipping of personal and household goods for expatriate staff.
• Obtain necessary permits, licenses, and approvals from relevant government agencies.
• Manage the clearance of shipments of IWMI expatriates and issuance of duty-free liquor to IWMI expatriate employees.
• Obtain import licenses through the Department of Import and Export Control for all items requiring import licenses.

Other Duties,

• Perform other related duties as assigned by the supervisor.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in Economics, Business Management, Finance, or a related field from a recognized and accredited university.
• At least 03 years of relevant experience in a reputed establishment directly involved in Procurement and Supply Chain Management.

Desirable,

• Certificate in Procurement and Supply Chain Management.

KNOWLEDGE, SKILLS & ABILITIES:

Essential

• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.
• Strong knowledge and understanding of procurement processes, policies, and systems.
• Ability to Demonstrate an excellent service approach.
• Ability to perform effectively as a team player while prioritizing goals and demonstrating interpersonal skills.
• Proficiency in MS Office package including MS Word, PowerPoint & Excel.
• Strong computer skills, including the ability to analyse data, consolidate information, and track measures through MS Excel.
• Excellent organizing, planning, and problem-solving skills.
• Proficiency in report writing.
• Strong negotiation and persuasion skills.
• Ability to multitask, prioritize, and manage time efficiently.
• Capable of identifying market trends and making decisions in high-pressure environments.

Desirable,

• Knowledge of relevant government protocols.

Benefits

This is a nationally recruited position and only Sri Lankan nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on January 22, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements